Office Administrator

Overview The Millwork Office Administrative Assistant will be responsible for providing administrative and operational support to the millwork team by managing invoicing, project billings, purchasing, and project coordination. This role serves as a central point of contact between the office, vendors, and project stakeholders to ensure accurate financial records, timely procurement of materials, and smooth execution of millwork projects. Responsibilities Administrative Support Answer and route phone calls, emails, and general inquiries related to projects and operations. Maintain accurate filing systems for contracts, drawings, specifications, and project records. Assist with general office administration, reporting, and process improvement initiatives. Project Administration Work with estimators to gather architectural plans and specifications to set up opportunity jobs within INNERGY. Support project managers by collecting and filing documentation and communication related to active millwork projects. Assist with change orders, job files, and project documentation as required. Project Billing Work with project managers to prepare and process customer invoices & billings and finalize project billings in accordance with contract terms. Maintain organized digital and physical records of customer invoices and billing documentation. Validate data transfers between ERPs. (INNERGY to CMiC) Purchasing Purchase materials, hardware, and supplies based on project requirements and production schedules. Issue and track purchase orders and confirm pricing, lead times, and delivery dates with suppliers. Receive and reconcile material deliveries against purchase orders and invoices. Maintain inventory records for materials, hardware, and supplies, while monitoring stock levels to avoid shortages or overstock. Qualifications Required High School diploma or equivalent; Associate degree or coursework in business, accounting, or construction related field preferred. 2+ years of administrative or office support experience, preferably in millwork, construction, or manufacturing. Strong data entry and organizational skills with a high level of attention to detail. Proficiency in Microsoft Office (Excel, Word, Outlook), Bluebeam, and accounting or ERP software. Ability to manage multiple projects and priorities in a fast-paced environment. Qualifications Preferred Experience with job costing, progress billings, and construction-related invoicing. Familiarity with millwork, woodworking, or construction terminology and processes. Experience with inventory management and purchasing systems. Skills Strong written and verbal communication skills Analytical and problem-solving abilities Time management and prioritization Ability to work both collaboratively and independently Professional discretion when handling financial and project information Work Environment Office-based role within a millwork manufacturing facility Frequent interaction with shop personnel, project managers, vendors, and customers (general contractors) Compensation and Benefits Competitive compensation based on experience Benefits package includes health insurance, paid time off, and retirement options (as applicable for full-time positions)

Pay:

$53,000.00 - $57,000.00 per year

Work Location:

In person