Carpenter Materials Group is seeking a detail-oriented and reliable Office Administrator to join our team. In this key role, you will support daily operations at our materials yard by managing financial reconciliations, invoicing, customer/vendor interactions, and administrative tasks in a fast-paced environment. The ideal candidate is organized, proactive, and enjoys both office work and occasional hands-on yard activities.
Key Responsibilities:
- Perform daily reconciliation between QuickBooks and the point-of-sale purchasing system, including importing transactions (approximately 20 minutes per day)
- Create, audit, and distribute all customer invoices
- Monitor and collect accounts receivable, making all necessary entries in QuickBooks
- Complete bank and checking account reconciliations in QuickBooks
- Enter invoices and bills for the brokerage business; manage all trade and non-trade payables, including internal filing and QuickBooks entries
- Collaborate with team members at the point-of-sale system to handle truck scaling for incoming and outgoing shipments
- Set up new vendors and customers in the system (via point-of-sale or QuickBooks as needed)
- Greet and interact with customers and vendors in person, by phone, text, and email; answer incoming calls while representing the company in a cheerful, helpful, and professional manner
- Build and maintain strong relationships with suppliers and customers
- Provide administrative support to the Operations Manager and Commercial Manager as needed
- Inspect incoming and outgoing material loads at the yard
- Prepare shipping documents including bills of lading and packing slips; ensure trucking companies receive all required paperwork
- Collect, import, and organize documents received from suppliers
- Ensure contract haulers submit paperwork in a timely manner
- Enter all freight bills for inbound and outbound material, including export-related paperwork; email documents to exporters as directed
- Oversee and provide guidance to the full-time scale operator (dotted-line subordinate)
Qualifications:
- Proficiency with QuickBooks (required) and point-of-sale systems (preferred)
- Strong experience in accounts receivable, accounts payable, bank reconciliations, and invoicing
- Excellent organizational skills with high attention to detail
- Ability to multitask and prioritize in a busy environment
- Strong communication and interpersonal skills; comfortable interacting with customers and vendors face-to-face and remotely
- Basic knowledge of shipping documents (bills of lading, packing slips, freight bills) is a plus
- Experience in construction materials, wholesale trade, or a similar yard-based operation is preferred
- High school diploma or equivalent required; additional education or bookkeeping experience is a plus
What We Offer:
- Competitive pay based on experience
- Stable, full-time role in a growing materials business
- Opportunity to work both in the office and outdoors in the yard
- Supportive team environment with direct access to leadership
If you are a proactive problem-solver who thrives on accuracy and customer service, we encourage you to apply!
Pay: $20.00 - $30.00 per hour
Benefits:
Work Location: In person
