Office Assistant

Job descriptionWe are seeking a highly organized and detail-oriented Operations Coordinator to support daily business operations across administrative, financial, and logistical functions.This role is a critical support position to the COO and requires someone who can manage multiple priorities, shifting deadlines, and high-volume workflow while maintaining accuracy and professionalism.The ideal candidate is proactive, systems-driven, and thrives in a fast-paced environment where priorities can change throughout the day.You will be trained on existing systems and processes -- success in this role comes from consistently follow them, staying organized, and communicating proactively. Office / ClericalWisconsin Home Improvement / Wisconsin Insulation located in Menomonee Falls is growing and has an immediate full-time opening for an energetic, organized and motivated office assistant. This position consists of various administrative tasks, in a fun, fast paced environment!Schedule: Monday-Friday 8:00 AM - 5:00 PMStarting Pay and Benefits: $60,000.00 - 78,000.00 per year based on experienceWeekly direct deposit payrollSimple IRALife InsuranceShort Term Disability PTOPaid HolidaysPerformance based bonusesCompany sponsored eventsJob Responsibilities:Provide direct administrative and operational support to the Chief Operating OfficerFollow and maintain existing tracking systems to ensure all deadlines, documentation, and tasks are completed and on time. Oversee billing processes, ensuring accuracy, timeliness, and proper documentation Manage accounts payable and receivable, including invoice processing, payment tracking, and vendor/customer communications Perform job costing and profitability analysis, tracking project expenses and preparing financial summaries Maintain accurate data entry and recordkeeping across accounting and operational system Assist in coordinating delivery logistics, including scheduling, tracking, and communication with vendors  Prepare, collect, and manage Certificates of Insurance (COIs) and lien waivers in compliance with contractual requirements Assist with contract administration and documentation tracking for ongoing projects Serve as a point of contact for internal staff, vendors, and clients, ensuring clear and professional communication Maintain organized filing systems (digital and physical) for financial, operational, and compliance documents Support cross-functional teams with administrative and operational tasks as needed Required for This Position:Ability to follow established systems and processes while maintaining strong organizationConsistent execution of tasks and deadlines without needing repeated remindersAbility to manage multiple priorities and adjust when new tasks ariseWillingness to ask questions and use available resources when neededCommunicates clearly and professionally with team members, clients, and leadership Excellent phone-based customer service and communication skills Comfortable working in a fast paced environment with changing prioritiesComfortable learning and utilizing new software and computer systems Basic knowledge of Microsoft Word, Excel and OutlookDemonstrates a proactive and solution-oriented mindset Experience with Quickbooks is preferred2-3 years office management or equivalent experience is preferredCompany Information:Located in Menomonee Falls, Wisconsin Home Improvement and Wisconsin Insulation services is a family owned and operated business with our roots going back to 1938.Please email sara@wiinsulation.com to apply. Wisconsin Insulation / Wisconsin Home Improvement Co. LLCN60W14416 Kaul Ave.Menomonee Falls, WI 53051262-345-9922www.whiinsulation.comJob Type: Full-timePay: From 60,000.00 - 78,000.00 per year based on experienceSchedule:Day shiftMonday to FridayFull timeWork Location: In person