Office Support Specialist - Logging

Job Title: Office Support Specialist

Job Summary:

The Office Support Specialist will play a key role in supporting the administrative and financial operations of the company, working closely with operations managers to help coordinate timber harvesting, trucking dispatch, and subcontractor-related activities. This position includes a variety of responsibilities such as data entry, invoice generation, contract tracking, and coordinating travel and insurance documentation. The ideal candidate is detail-oriented, proactive, and capable of working in a dynamic, team-oriented environment.

Duties/Responsibilities:

Ticket and Job Accounting:

• Enter and reconcile load tickets using logging ticketing software and mobile applications.
• Organize and maintain contract files, ensuring proper document management.
• Update mobile systems with contract and user information as needed.

Accounts Payable:

• Prepare and process invoices for subcontractors (e.g., logging and trucking vendors) based on ticketing software data.
• Coordinate with the accounting team to ensure timely and accurate processing of payments.

Accounts Receivable:

• Generate customer invoices based on ticket data and job metrics (e.g., by acre or unit).
• Assist in tracking outstanding payments and support billing inquiries.

Subcontractor Documentation:

• Maintain up-to-date records for all subcontractors, including contracts, W-9s, and insurance certificates.
• Request and track insurance documents as needed to ensure compliance.

Compliance and Credit Tracking:

• Monitor professional licensing, insurance, and certification records to ensure vendor compliance.

General Office Support:

• Assist with lodging and travel arrangements for staff and contractors.
• Provide support to dispatch and operations teams as needed.
• Perform other administrative duties to support the smooth operation of the office.

Required Skills/Abilities:

• Positive attitude and strong sense of accountability.
• Ability to work independently and as part of a collaborative team.
• High attention to detail with a focus on accuracy and organization.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office (especially Excel); experience with accounting or industry-specific software is a plus.
• Ability to manage multiple responsibilities, prioritize effectively, and adapt to changing needs.
• Familiarity with timber harvesting, trucking, or logistics operations is helpful but not required.

Compliance with Drug-Free Workplace Standards:

As a government contractor, the company maintains a drug-free workplace. All employees must pass a pre-employment drug test, and random testing may be conducted per applicable regulations, including restrictions on marijuana use regardless of state laws.

Physical Requirements / Working Environment:

• Desk-based work with extended periods of sitting and computer use.
• Occasional lifting of light office supplies (under 20 lbs).
• Standard office hours with flexibility for occasional project deadlines or travel-related coordination.

Additional Notes:

This position offers the opportunity to contribute to essential operational workflows in a fast-paced industry. A willingness to learn new systems and adapt to the evolving needs of the team will be key to success in this role.

Job Type: Full-time

Pay: $21.00 - $25.00 per hour

Expected hours: 40 – 45 per week

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Work Location: In person

Salary : $21 - $25