Office Assistant – Purchasing, Order Entry, Accounts Payable & Accounts Receivable
Small manufacturing / machine shop environment (high-mix, low-volume precision parts production)
Position Summary
We are seeking a reliable, detail-oriented Office Assistant to support the administrative and financial operations of our growing machine shop. This role is critical to keeping purchasing, order entry, accounts payable, and accounts receivable running smoothly. The ideal candidate will be organized, accurate with numbers, comfortable with basic accounting software, and able to communicate clearly with vendors, customers, and internal shop personnel.
Key Responsibilities
- Enter and process customer sales orders and convert them into work orders as needed
- Assist with purchasing: create purchase orders, track open POs, follow up on deliveries, and maintain accurate vendor records
- Process accounts payable: code invoices, match to POs and receiving documents, prepare payments, and maintain vendor files
- Process accounts receivable: generate invoices, post payments, follow up on overdue accounts, and reconcile customer statements
- Maintain organized digital and paper filing systems for orders, invoices, and related documents
- Support inventory and material tracking by updating records and communicating shortages or delays
- Provide general office support, including answering phones, greeting visitors, and assisting with basic administrative tasks
- Communicate effectively with shop floor personnel, vendors, and customers regarding order status and payment issues
- Assist with month-end closing activities and basic reporting as needed
Required Qualifications
- High school diploma or equivalent (associate degree in business, accounting, or related field preferred)
- 1–3 years of experience in office administration, bookkeeping, purchasing, or a related role (manufacturing or job-shop experience is a strong plus)
- Strong attention to detail and accuracy with data entry and numbers
- Proficiency with Microsoft Office (Excel, Word, Outlook) and comfort learning new software
- Basic understanding of accounts payable, accounts receivable, and purchasing processes
- Good written and verbal communication skills
- Ability to manage multiple priorities in a fast-paced small-business environment
- Reliable, professional, and able to maintain confidentiality
Preferred Qualifications
- Experience with manufacturing ERP or shop management software
- Familiarity with QuickBooks or similar accounting software
- Prior experience in a machine shop, fabrication, or discrete manufacturing environment
- Knowledge of basic inventory control practices
What We Offer
- Competitive hourly wage based on experience
- Opportunity to grow with a small, established manufacturing company
- Direct impact on daily operations in a hands-on environment
- Collaborative team atmosphere
To apply, please submit a resume and brief cover letter highlighting relevant experience with purchasing, order entry, AP, or AR.
Benefits:
- 401(k)
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
