Office Administrator & Accounts Payable Specialist in Sussex, Wisconsin at TOOLS INCORPORATED

Tools Inc. is a leading manufacturer of precision tooling, metal stampings, and assemblies serving OEM customers across the heavy truck, recreational vehicle, appliance, agriculture, lawn & garden, audio, and motorcycle industries. Located in Sussex, Wisconsin, we specialize in deep-draw tooling, Class A cosmetic metal components, and advanced manufacturing processes including metal stamping, 5-axis laser cutting, fabrication, and weld assembly. For nearly 70 years, our commitment to quality, innovation, and craftsmanship has made us a trusted partner to customers nationwide. As a privately held company, we offer employees the opportunity to make a direct impact, work with cutting-edge manufacturing technologies, and be part of a collaborative team dedicated to excellence.

Position Overview
The Office Administrator & Accounts Payable Specialist is a dynamic member of the Tools Inc. team, responsible for overseeing daily office operations while supporting accounts payable functions and providing exceptional customer service. This role serves as the central point of coordination for administrative activities, ensuring a professional, organized, and efficient workplace environment.
As the first point of contact for visitors, employees, vendors, and customers, this position plays a critical role in creating a positive experience and maintaining smooth business operations. In addition to office administration responsibilities, the position supports the company’s accounts payable processes through accurate invoice processing, vendor communication, and payment administration. This is an onsite position working Monday through Friday, 8:00am – 4:30pm.

Essential Job Functions
Office Administration:
Serve as the first point of contact for visitors, customers, vendors, and incoming calls, providing professional and courteous service.
Maintain a welcoming, organized, and efficient front office environment.
Manage incoming and outgoing mail, deliveries, and courier services.
Coordinate office supply purchasing, inventory management, and vendor relationships to ensure uninterrupted office operations.
Support employee onboarding activities, company events, meetings, and other administrative initiatives.
Maintain office records, files, and documentation in both electronic and physical formats.
Schedule appointments, meetings, and conference room usage as needed.
Assist leadership and department teams with administrative projects, reporting, and special assignments.
Coordinate facility-related needs, including service providers, maintenance requests, and office equipment management.
Support internal communication efforts and help ensure operational processes are followed consistently.
Assist the Human Resources department with the planning, coordination, and execution of employee events, recognition programs, company celebrations, meetings, and other staff engagement activities.
Accounts Payable:
Process and manage accounts payable transactions, including the accurate entry of invoices and expenses into the ERP system.
Collect, organize, and maintain supporting documentation for all vendor invoices and payment records.
Match invoices to purchase orders and receiving documents while ensuring appropriate coding, tax treatment, and approval workflows.
Investigate and resolve invoice discrepancies by collaborating with purchasing, receiving, and vendors.
Prepare payments, including check processing, matching, and mailing activities.
Maintain organized electronic records and ensure compliance with company policies and accounting procedures.
Assist with month-end closing activities, account reconciliations, and audit requests as assigned.
Support continuous improvement initiatives that enhance efficiency, accuracy, and cost-effectiveness within administrative and accounts payable processes.

Qualifications
High School Diploma or equivalent required
Minimum 2 years of experience in accounting or bookkeeping experience required, experience with accounts payable and reconciliation strongly preferred.
Current valid and clean WI Driver’s License
Previous customer service, office administrator, or hospitality experience preferred
Experience in manufacturing environment and ERP systems preferred
Proficiency in Microsoft Office Suit and Adobe PDF
Strong organizational and time management skills
Attention to detail and ability to prioritize tasks

Physical Demands
This position primarily involves sedentary work, including extended periods of sitting, and using a computer. Occasional standing, walking, and light lifting (up to 10–20 pounds) may be required, and reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Why Join Us
Enjoy competitive pay and benefits, including health insurance, paid time off, and retirement plans.
Grow with a stable and expanding company that values your contributions and offers long-term career development opportunities.

Benefits Overview
Tools Inc. offers great benefits, competitive pay, and a state-of-the-art, climate-controlled facility with an on-site fitness center, a spacious training center, and kitchen/employee lounge.

Join us in our commitment to living the Tools Inc. company values:
Integrity “Always do the right thing”
Excellence “Strive to exceed expectations in everything we do”
Collaboration “Work together to achieve shared success”
Innovation “Reimagine the challenge”
Gratitude “Recognize and acknowledge the actions of others daily”