About This Role
An Office Administrator keeps the business side of Specialty Entrance Technologies running smoothly, allowing sales, estimating, and field teams to focus on their core work. This hands-on role manages daily office operations, supports job file setup and maintenance, assists with accounts payable and receivable, handles vendor and customer communication, and manages records. This person acts as the central point of contact for the office, ensuring accurate and accessible company records.
Responsibilities
- Manage daily office activities, including phones, email, and walk-in visitors
- Maintain office supplies, equipment, and service contracts (copiers, phones, internet, software)
- Keep company calendars, meeting schedules, and staff appointments organized
- Develop and maintain office procedures, forms, and filing systems
- Help set up and maintain job files for each project
- Assist with processing accounts payable: match vendor invoices to purchase orders and receiving records
- Prepare customer invoices, progress billing, and pay applications as directed
- Track accounts receivable, send statements, and follow up on past-due accounts
- Collect and file lien waivers, certificates of insurance, and tax-exempt certificates
- Assist with month-end reconciliation and provide records to the accountant
- Serve as a point of contact for customers, general contractors, and suppliers
- Answer customer and vendor questions on billing and general inquiries
- Maintain accurate customer and vendor records in the company's systems
- Assist with new-hire paperwork, onboarding, and employee records
- Review timesheets and support payroll processing
- Assist in tracking business licenses, insurance renewals, contractor registrations, and certifications
- Maintain confidentiality of company, customer, and employee information
- Support the owner and management team with reports, correspondence, and special projects
- Perform other duties as assigned
Requirements
- High school diploma or equivalent required; associate degree in business or related field preferred
- 1+ years of office administration experience, ideally in construction, building products, or distribution
- Some experience with accounts payable, receivable, and invoicing preferred
- Proficient in Microsoft Office (Word, Excel, Outlook) and accounting software such as QuickBooks
- Familiarity with door, frame, and hardware terminology/industry
- Strong organization and attention to detail, with the ability to manage many tasks at once
- Clear, professional communication by phone, email, and in person