Administrative Support Specialist

Company Background

Washington Equipment Manufacturing Company, Inc. (WEMCO, Inc.) is a contract manufacturer specializing in the design, engineering, and production of productivity-enhancing solutions. Our work includes overhead cranes for material handling, automated aerospace tooling and components, agricultural equipment, and custom machinery used across industries worldwide.

WEMCO operates a fully integrated facility with in-house capabilities including design, engineering, welding, machining, painting, assembly, testing, and installation of complex machinery.

Job Purpose

The Administrative Support Specialist provides administrative and transactional support primarily to WEMCO's Accounting, HR/Payroll, and Quality departments. This position is designed with an emphasis on cross-training and professional development. Over time, the successful candidate will be expected to develop the knowledge and skills necessary to serve as a reliable backup for key functions, including payroll and accounts receivable processing.

The successful candidate will perform, or be trained to perform, the following responsibilities:

Accounting Support

• Process accounts payable, including reviewing, coding, and entering invoices and credit card receipts
• Prepare and issue vendor payments accurately and timely
• Maintain vendor records and respond to vendor inquiries
• Learn WEMCO's accounts receivable processes, including customer invoicing and payment application
• Monitor customer accounts and assist with follow-up on outstanding balances
• Reconcile AP/AR accounts and assist with month-end and year-end processes
• Maintain accurate accounting records and supporting documentation

Administrative & Department Support

• Provide day-to-day administrative support to Accounting, HR/Payroll, Quality, and other administrative departments as needed

• Assist with scheduling, correspondence, document preparation, meeting coordination, and general office functions

• Support HR functions as needed, including:

• Employee communications and recordkeeping

• Recruiting and onboarding

• Data entry and document maintenance

• Maintain organized and confidential files, records, and documentation

• Assist with internal reporting, data tracking, and special projects

• Help facilitate effective communication and information flow across departments

• Serve as a dependable backup resource for time-sensitive and confidential administrative functions

Payroll Training & Backup Responsibilities

• Train alongside the HR/Payroll Manager to learn WEMCO's payroll processes, procedures, and systems
• Develop the knowledge and proficiency necessary to serve as a backup for payroll processing when needed
• Gain experience with multi-state payroll and varying state tax and compliance requirements
• Support payroll processes involving union and non-union employees
• Assist with prevailing wage and certified payroll reporting requirements
• Learn to interpret and apply applicable wage determinations and collective bargaining agreement requirements
• Assist with payroll-related recordkeeping, reporting, and compliance documentation

General Responsibilities

• Maintain a high level of accuracy, confidentiality, and attention to detail
• Communicate professionally and effectively with employees, customers, vendors, and other internal and external stakeholders
• Support continuous improvement of administrative, accounting, and payroll processes
• Maintain a cooperative attitude and willingness to learn new responsibilities
• Maintain punctual and reliable attendance
• Treat others with respect and maintain a professional attitude
• Act with honesty and integrity in all dealings
• Comply with company policies, procedures, and applicable quality requirements
• Perform other duties as assigned

Job Requirements

• 2-3 years of administrative support experience preferred
• A minimum of 1 year of experience in accounting (AP/AR), payroll, or a related administrative function required
• Strong organizational and multitasking skills with the ability to manage shifting priorities and deadlines
• Proficiency in Microsoft Office, particularly Excel
• High level of discretion and ability to appropriately handle confidential and sensitive information
• Strong written and verbal communication skills
• Strong problem-solving skills and attention to detail
• Ability to work independently while also functioning effectively as part of a team in a fast-paced environment
• Experience with accounting and/or payroll systems preferred
• Experience supporting leadership or executive-level staff preferred
• Experience with prevailing wage, certified payroll, and collective bargaining agreements preferred
• Familiarity with union and non-union payroll environments preferred
• Familiarity with multi-state payroll compliance and wage regulations preferred
• Experience in manufacturing, construction, industrial services, or a similar environment preferred
• High school diploma or equivalent required; associate or bachelor's degree in accounting, finance, business administration, or a related field preferred

Physical Demands

This position is primarily performed in an office environment. The employee is regularly required to sit, use hands and fingers to operate a computer and other office equipment, and communicate verbally. Occasional standing, walking, and light lifting of up to 15 pounds may be required. Specific vision abilities include close vision and the ability to focus on computer screens for extended periods. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.

Benefits

• Paid Time Off (PTO)
• Paid Holidays
• Medical, Dental, and Vision Insurance
• Supplemental Insurance Options
• 401(k) Retirement Plan with up to 4% Company Match
• Employee Referral Program
• WEMCO Fridays
• Competitive Pay