Part-Time Administrative Assistant

Extension is looking for a reliable, detail-oriented part-time administrative support person to assist with front desk coordination, job paperwork, and data entry. This role is critical to keeping jobs, estimates, and customer requests from falling through the cracks while our production volume increases.

The role is onsite located in Pewaukee.

Primary Responsibilities

• Monitor a shared estimating email inbox (SGI estimating)
• Review incoming customer requests for estimates
• Enter request details accurately into a newly implemented estimating system
• Assign and track required dates (what’s due today, tomorrow, etc.)
• Generate and review daily status reports showing:
• • What estimates are due today
  • What is coming up next
  • Any overdue requests
• Flag items that need follow-up so nothing is missed

Administrative / Office Support

• Front desk support (phone use is minimal; answer only if it rings)
• Filing job paperwork after billing
• Filing job tickets, purchase orders, and related documents
• Track paperwork instructions such as:
• • Print dates
  • Ship dates
  • Special job instructions
• Assist with accounting/admin tasks as needed (filing, organizing paperwork)

Coordination

• Help prepare for short daily or next-day check-ins:
• • “These are the open jobs”
  • “These customers are waiting”
  • “These items need follow-up”

Skills & Experience Needed

• Strong typing and data entry skills
• Highly organized and detail-oriented
• Comfortable working with email and web-based systems
• Able to follow processes and keep information up-to-date
• Prior front office, admin, logistics, or accounting support experience a plus
• Able to work independently and stay on top of priorities