Clerical/Reception

Overview Hennes Services is a 120 year contractor that performs rigging/machinery moving, welding/fabrication, industrial storage, trucking, and commercial/industrial HVAC. We are looking for a detail-oriented and dependable Clerical/Receptionist to join our office team. This is a dual-role position that blends front-desk reception with a structured schedule of accounting, payroll, and administrative support tasks. The right candidate thrives on routine, takes ownership of recurring deadlines, and keeps the back office running smoothly while presenting a professional face to clients and visitors. If you are organized, reliable, and comfortable working independently within a small, busy office environment, we want to hear from you. Duties & Responsibilities Reception & Office Support Greet visitors and callers professionally; serve as the first point of contact for clients, vendors, and field staff Answer and direct multi-line phone calls; take accurate messages and relay information promptly Open, sort, and distribute incoming mail daily; prepare outgoing correspondence Order and maintain office supplies inventory Create Hennes Storage job sheets, HVAC PO number sheets, type quotations, and related job documentation Works along side other clerical employees to ensure things run smoothly. Payroll & Accounts Payable (Weekly Cycle) Process weekly payroll every Monday; enter machinery jobs and fold/distribute safety flyers Enter certified payroll and run mini-AP batches on Tuesdays (child support checks, late mail items, and other time-sensitive disbursements) Enter AP invoices and stage for approval Batch AP on Thursdays; print and mail AP checks on Fridays Manage 401(k) website reporting (Thursdays) and 401(k) deposits (Fridays) Monthly & Periodic Accounting Tasks Process recurring loan and inter-company payments on scheduled dates (1st and 20th of month) Invoice Chilstrom and storage renters for monthly expenses; process Chilstrom clearing account entries Reconcile and pay credit card bills for both companies Prepare and send AR statements Complete Sales/Use Tax reports in coordination with WIP reporting Track mileage, yard fuel, and prepare quarterly IFTA and semi-annual fuel tax filings Post prepaid and recurring journal entries (mortgages, bank fees, credit card fees, loan fees, licenses) Send W-9 and Certificate of Insurance requests to vendors as needed Process semi-annual buyout payments (January and July) Prepare 1099s at year-end This list is representative of core responsibilities and is not exhaustive; additional duties may be assigned as needed, and some duties may not be assigned based on candidate's knowledge and demonstration of expertise. Requirements Prior experience in an office administrative, bookkeeping, or receptionist role Proficiency in Microsoft Office (Word, Excel, Outlook); Comfortable working with structured weekly and monthly task calendars with firm deadlines Strong attention to detail, particularly in data entry, payroll processing, and financial record-keeping Ability to handle confidential payroll and financial information with discretion Professional phone manner and clear written communication skills Self-starter who can manage recurring tasks independently with minimal supervision Familiarity with certified payroll, IFTA, and/or construction-industry accounting is a plus Prior use of Foundation ERP software is a strong plus but we are willing to train if not familiar. This position offers a consistent schedule with predictable responsibilities in a stable, established company. If you are looking for a role where your organizational skills and reliability make a real difference every day, apply today.

Pay:

$22.00 - $25.00 per hour

Benefits:

401(k) Dental insurance Health insurance Life insurance Paid time off Vision insurance

Language:

English (Required) Ability to

Commute:

Milwaukee, WI 53215 (Required)

Work Location:

In person