Administrative Assistant

Job Title

Administrative & Accounts Payable (AP) Assistant

Location

Reedsville

Department

General & Administrative

Manager

Controller

Position Type

Full-Time

Manage

No

Pay Type

Non-Exempt

Travel Required

Less than 5%

Job Summary

The Administrative Assistant serves as the administrative hub of Metzler Forest Products' Reedsville office, providing exceptional customer service while supporting Accounting, Operations, Executive Leadership, and Field Personnel. The position coordinates accounts payable process ensures the accuracy of operational and financial documentation, coordinates accounts payable processes, manages ticket reconciliation and subcontractor records, supports internal communications, and maintains efficient office operations. Through attention to detail, professionalism, and a commitment to continuous improvement, the Administrative Assistant helps ensure timely financial processing, operational efficiency, and a positive experience for employees, customers, vendors, and visitors.

Qualifications

Description of Duties

Key Responsibilities

Team Support and Office Administration:

Reception, answer phones, mail, visitors, uphold high level of professionalism and confidentiality, filing, travel coordination, data entry, load ticket reconciliation, dispatch sheets, transportation and accounting team support, vendor insurance expiration tracking.

Accounting & Accounts Payable:

A/P entry, vendor statement review, invoice matching, error detection, credit card statement review and reconciliation, month-end support, vendor file maintenance.

Subcontractor Administration:

Weekly tracking, correspondence, follow-up (re missing paperwork), vendor statement review, documentation.

Communications & Employee Engagement:

Assist with newsletter, breakroom TV displays, birthdays, work-anniversaries, company events, employee communications.

Continuous Improvement:

Improve processes, assisting with special projects, train to learn additional skills as assigned, support accounting initiatives, other duties as assigned.

Qualifications

Required

• High school diploma or GED required.
• Minimum of 2 years of administrative, accounting, bookkeeping, office management, or related business experience.
• Demonstrated experience providing exceptional customer service while serving as the first point of contact for visitors, vendors, and callers.
• Experience performing accurate data entry and maintaining electronic and paper filing systems.
• Strong organizational skills with the ability to prioritize multiple assignments and consistently meet deadlines.
• Excellent written and verbal communication skills.
• High level of attention to detail and commitment to accuracy.
• Strong mathematical aptitude with the ability to reconcile financial and operational documentation.
• Demonstrate ability to identify discrepancies, research missing information, and independently resolve routine administrative or accounting issues while escalating complex matters appropriately.
• Proficiency in Microsoft Office, including Outlook, Word, and Excel.
• Ability to maintain confidentiality while handling sensitive financial, employee, and company information.
• Ability to work independently while collaborating effectively with multiple departments.
• Ability to quickly learn new software systems and business processes.
• Valid driver's license with an acceptable driving record.

Preferred

• Associate's degree in Business Administration, Accounting, Office Administration, Finance, or a related field.
• Three (3) or more years of progressively responsible administrative or accounting support experience.
• Previous Accounts Payable experience, including invoice entry, vendor statement reconciliation, and resolving invoice discrepancies.
• Experience with project accounting, ticket reconciliation, logistics coordination, transportation, forestry, manufacturing, construction, or other operations-focused industries.
• Experience working with accounting software such as QuickBooks Enterprise or similar ERP systems.
• Experience using Microsoft Excel for data analysis, reconciliation, and reporting (Pivot Tables, lookup functions, filtering, etc.).
• Experience maintaining vendor files and supporting month-end accounting activities.
• Experience coordinating travel arrangements, company events, or executive administrative support.
• Experience with LIMS, Paycom, or similar business management software is preferred but not required.

Standards

Be Professional:

We set the standard for everything we do. We are committed to high quality service and products. We raise the bar in our industry.

• Demonstrate a commitment to professionalism by continually improving skills, knowledge, and performance.
• Arrive at work on time, prepared, and ready to contribute each day:  Pleasant, present, and productive.
• Maintain a clean and orderly work environment by performing regular housekeeping duties.
• Promote and adhere to company safety protocols with diligence and consistency.
• Contribute positively as a collaborative team member dedicated to organizational success.
• Consistently and effectively work in harmony with all team members, customers, vendors, and stakeholders.
• Prioritize tasks and manage time efficiently to meet performance expectations.

Adapt to Change:

We embrace change to stay ahead of the curve. No challenge is too big, we find solutions that work. Diversification and innovation are key to our success.

• Accept constructive feedback with a willingness to learn and make improvements.
• Seek out solutions independently and demonstrate initiative in resolving challenges.
• Stay flexible and responsive to new procedures, technologies, and company needs.
• Support and participate in continuous improvement efforts across departments.

Uphold Integrity:

Trust is the foundation of our relationships. We do the right thing, even when no one is watching. Always honest. Always transparent.

• Take ownership of results and actions, demonstrating honesty and responsibility in all tasks.
• Work safely and responsibly every day to protect yourself and others.
• Consistently follow all company policies, procedures, and ethical standards.

• Encourage and model integrity and accountability throughout the organization.

Working Conditions

• Must be able to work in extreme weather conditions including heat, humidity, cold and exposure to dust.
• Must be able to walk, climb, stand, and sit for up to 10 or more hours a day.
• Use of personal protective equipment is required.