Office Administrator (30 Hours)

Samuel Whittar Incorporated - Marshfield, WI

Full-time - Entry Level

Marshfield, WI

Primary Metal Manufacturing

About the position

The Office Administrator at Samuel, Son & Co. is responsible for coordinating office activities and operations to ensure efficiency and compliance with company policies. This role involves preparing customer invoices, conducting margin analysis, assisting the sales department, and managing office supplies, among other administrative tasks. The position is integral to maintaining high standards in administrative support and requires a proactive, detail-oriented individual who thrives in a collaborative environment.

Responsibilities

• Prepare accurate and timely customer invoices by gathering required paperwork for all daily shipments.
• Conduct margin analysis for orders under 5% and over 25%, correcting discrepancies as needed.
• Investigate, approve, and issue credit notes and vendor debit notes.
• Assist the sales department in resolving order costing issues.
• Answer and screen telephone inquiries professionally and efficiently.
• Greet visitors in a friendly and professional manner, ensuring they sign the visitor log and are provided appropriate safety wear.
• Act as backup for the indirect material requisitioner.
• File A/P and A/R records, customer orders, and receivers.
• Serve as a super user for the AS400 system.
• Retrieve requested documentation for the sales team.
• Enter inventory receipts into the system and scan corresponding documentation.
• Order office supplies and manage inventory.
• Apply document coding to invoices.
• Create reports and track purchase order receipts.
• Prepare customer delivery paperwork daily.
• Maintain reporting mechanisms for internal use.
• Monitor and report on daily production schedules.
• Run occasional errands, such as trips to the post office.

Requirements

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Familiarity with AS400 system (preferred).
• Professional demeanor with excellent communication and interpersonal skills.
• Experience with multi-line phone systems.
• Minimum 2 years of related office experience.
• Strong attention to detail and organizational skills.
• A willingness to support the team and grow with the company.

Benefits

• Competitive Compensation
• Paid vacation and an annual bonus
• Medical, Dental, and Vision benefits after 30 days
• 401K Plan with a company match of 5%
• Opportunity for stability and career growth