What are the responsibilities and job description for the Office Assistant position at Next Level Xteriors?
About Us
Next Level Xteriors is a locally owned exterior restoration company dedicated to top-quality craftsmanship and exceptional customer service. Based in Holmen, WI, we understand the needs of our community and take pride in delivering superior results using high-quality materials.
We are looking for a highly organized and detail-oriented Office Assistant to support our daily operations. This role plays a vital part in keeping our company running efficiently by handling warranties, invoices, payroll preparation, scheduling, and office organization.
Key Responsibilities✅ Warranty & Documentation Management
- Register NLX roof warranties, print, and prepare them for mailing.
- Submit warranties for final approval before mailing.
- Ensure documents are mailed accurately and on time.
✅ Invoice & Payroll Processing
- Upload invoices received from subcontractors, suppliers, and vendors.
- Prepare payroll bi-weekly and submit to the Office Administrator by Wednesday before payroll is due.
- Cross-check invoices for accuracy:
- Confirm materials ordered match supplier invoices.
- Investigate discrepancies by contacting team members.
- Ensure all materials used on jobs (gutters, guards, OSB) are properly billed.
✅ Office & Facility Organization
- Maintain organized filing of invoices and forms.
- Keep the front office, conference room, and bathroom clean and organized.
- Manage inventory for office and shop supplies.
- Mop interior office floors monthly or as needed.
✅ Marketing & Sales Support
- Prepare marketing materials for Project Consultants (stuff folders, restock contracts, maintain inventory).
- Order additional marketing supplies as needed.
✅ Production & Scheduling Coordination
- Work with the Project Manager to finalize schedules.
- Ensure the agenda for the following week is set by Wednesday EOB.
- Place material orders and confirm delivery dates/times.
✅ Financial & Administrative Support
- Record NEL Investment rent checks and prepare deposits monthly.
- Assist in creating spreadsheets and reports as needed.
- Sign and comply with a Confidentiality & Disclosure Agreement due to access to financial information.
What We’re Looking For
✔ Strong organizational and multitasking skills
✔ Excellent communication and problem-solving abilities
✔ Proficiency in Microsoft Office (Excel, Word) and administrative software
✔ Experience in bookkeeping, payroll, or invoice management (preferred)
✔ Ability to work independently and meet deadlines
Expectations
- Maintain accurate records and documentation.
- Exhibit professionalism and accountability in all homeowner interactions.
- Collaborate effectively with team members and management.
- Ensure adherence to company policies and procedures.
- Prioritize customer satisfaction through clear communication and high-quality service.
- Ability to lift and move up to 100 lbs as part of job duties.
Why Join Us?
✅ Competitive hourly pay
✅ Growth opportunities
✅ Supportive team environment
✅ Hands-on experience in a fast-paced industry
Apply Today!
If you are organized, detail-oriented, and eager to contribute to a dynamic team, we’d love to hear from you! Click "Apply Now" to submit your application.
Job Type: Full-time
Pay: From $18.00 per hour
Benefits:
- Paid time off
Schedule:
- Monday to Friday
- Weekends as needed
Application Question(s):
- Please share your hourly wage expectations for this role.
Work Location: In person
Salary : $18