Office Administrator

POSITION SUMMARY

WiltonKeck is seeking an organized, dependable Office Administrator to manage day-to-day office and accounting support. This position serves as a central point of contact for customers, vendors, and employees while supporting the General Manager and Warehouse Manager.

The ideal candidate is comfortable handling a wide range of responsibilities, including phone coverage, billing, accounts payable, accounts receivable, weight tracking, payment processing, recordkeeping, and general administrative support. This role requires accuracy, follow-through, sound judgment, and the ability to manage competing priorities in a busy warehouse environment.

KEY RESPONSIBILITIES

Answer incoming phone calls, assist callers, take accurate messages, and route inquiries to the appropriate person.

Provide professional and responsive service to customers, vendors, drivers, and other visitors.

Prepare customer invoices and supporting billing documentation.

Process accounts payable, including reviewing invoices, matching documentation, obtaining approvals, and preparing

payments.

Manage accounts receivable activities, including recording payments, monitoring outstanding balances, and following up on

past-due accounts.

Maintain accurate weight records and supporting documentation.

Calculate and process weight-related payments accurately and promptly.

Reconcile invoices, payments, weight records, and other transactions; investigate discrepancies as needed.

Maintain organized electronic and paper records for accounting, operational, and administrative purposes.

Assist with data entry, filing, document preparation, correspondence, and reporting.

Coordinate with the warehouse team to ensure office records match warehouse activity.

Support the Warehouse Manager with scheduling, paperwork, recordkeeping, and daily operational needs.

Support the General Manager with reports, follow-up, special projects, and general administrative tasks.

Handle confidential financial, customer, vendor, and employee information with discretion.

Identify missing information, unresolved balances, or process issues and communicate them promptly.

Perform other administrative duties as needed to support the business.

QUALIFICATIONS

Previous office administration, bookkeeping, accounting support, or similar experience preferred.

Experience with billing, accounts payable, and accounts receivable.

Strong attention to detail and commitment to accurate recordkeeping.

Proficiency with Microsoft Office, particularly Outlook and Excel.

Experience with accounting, billing, or inventory software preferred.

Strong written and verbal communication skills.

Ability to organize work, prioritize responsibilities, and meet deadlines.

Ability to work independently while coordinating effectively with warehouse and management teams.

Professional and courteous phone manner.

High level of reliability, integrity, and discretion.

Pay: $18.00 - $21.00 per hour

Expected hours: 40.0 per week

Benefits:

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

Work Location: In person