Office Administrator

Job Summary
We are seeking a dynamic and highly organized Office Administrator to join our team! In this vital role, you will be the backbone of our daily operations, ensuring the office runs smoothly and efficiently. Your energetic approach and exceptional organizational skills will support various administrative functions, enhance customer support, and foster a welcoming environment for clients and staff alike. If you thrive in a fast-paced setting, possess excellent communication skills, and enjoy multitasking, this opportunity is perfect for you! This paid position offers a chance to develop your office management expertise while making a meaningful impact every day.

Entry Level Office Administrator

Job Responsibilities:

Front Office & Customer Interface

• Serve as the primary point of contact for incoming calls, visitors, and general inquiries
• Professionally represent the company to customers, vendors, and partners
• Route calls, messages, RFQs, and inquiries to appropriate departments
• Maintain a clean, organized, and welcoming front office environment

Accounts Payable & Receivable

• Process vendor invoices, match POs, and ensure timely accounts payable processing
• Generate and send customer invoices based on completed jobs and shipments
• Track receivables and follow up on outstanding balances as needed
• Maintain accurate financial records and documentation

Reconciliation & Financial Support

• Perform monthly reconciliation of bank statements, credit cards, and internal records
• Reporting and improvement: prepare basic weekly reports (open orders, aging AR, inventory low items); suggest small process improvements.
• Coordinate with external accounting/CPA as needed

Administrative Operations

• Manage office supplies, vendor services, and general office needs
• Maintain job files, customer records, and internal documentation
• Support scheduling, data entry, and reporting within E2 (Order Entry processing, sending acknowledgements)
• Payroll and Benefits duties

CNC Shop Support

• Interface with production team on job status for invoicing and customer updates
• Help track job completion, shipping paperwork, and documentation
• Support continuous improvement of office workflows tied to shop operations

Requirements:

• 1-2+ years office or administrative experience; previous experience in a manufacturing/CNC shop preferred
• Proficient with Microsoft Office (Excel, Outlook). Comfortable learning ERP/MRP or QuickBooks.
• Strong organizational skills, attention to detail, reliable, and proactive.
• Good verbal and written communication; customer service orientation.
• High school diploma or equivalent; associate degree or coursework in business/office administration preferred.
• Willing to learn shop terminology and workflows.
• Ability to multitask in a fast‑paced environment and work onsite near shop floor.
• Basic math skills and comfort handling invoices/payments.
• KPIs: Customer response time, accuracy of order entry and invoices, on time shipment coordination, and Invoice aging / days sales outstanding (support role)
• Reports to Office Manager / General Manager or Owner.
• Onsite, Monday–Friday; occasional overtime during peak periods.
• Requires PPE when entering production area.

Benefits:

• Competitive salary (negotiable)
• Position available on 1st (flexible start/end times) Onsite, Monday–Friday; occasional overtime during peak periods.
• Health insurance
• Paid time off
• Career growth opportunities

Interested? Apply Now!
Complete the following survey, prior to submitting your resume: https://take.surveys.ci/s/5S18JQAF6i/72832

Send your resume to spease@unitedtoolllc.com or call 262.347.2004 for more details.

Pay: $22.00 - $25.00 per hour

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Office Administrative : 1 year (Required)

Work Location: In person