Administrative Support Specialist

Company Overview

Vico Plastic Molding is a growing custom plastic injection molding manufacturer based in Janesville, Wisconsin. We specialize in high-quality plastic parts for the marine industry, custom molding and UTV, Custom Car markets including Vico Marine, Terra Rider UTV and Rod Door interior parts. Founded over 20 years ago, we pride ourselves on innovative solutions, excellent customer service, and efficient operations.

Position Summary

We are seeking a reliable, detail-oriented professional to provide essential administrative, bookkeeping, customer service, and sales support in our office. This is a multifaceted role ideal for someone who thrives in a small-team environment, enjoys wearing multiple hats, and wants to contribute directly to the company's success. You will help keep our financial records accurate using QuickBooks Online, support sales efforts, deliver outstanding customer service, and handle day-to-day administrative tasks.

Key Responsibilities

QuickBooks Online Bookkeeping

• Manage daily bookkeeping tasks in QuickBooks Online (QB Online), including accounts payable, accounts receivable, bank and credit card reconciliations, and expense tracking.
• Prepare and process customer invoices, statements, and credit memos.
• Track and record sales orders, shipments, and payments.
• Assist with monthly financial closings, basic reporting, and maintaining accurate financial records.
• Support payroll processing and basic HR-related administrative tasks as needed.
• Ensure compliance with basic accounting procedures and company policies.

Customer Service

• Serve as a primary point of contact for customers via phone, email, and chat.
• Respond promptly to inquiries, provide product information, and resolve issues professionally.
• Process customer orders, track shipments, and follow up on delivery and satisfaction.
• Build and maintain strong customer relationships to support repeat business and loyalty.

Sales Support

• Assist the sales team with lead management, quote preparation, and order entry.
• Maintain the CRM or sales database with accurate customer and prospect information.
• Help prepare sales reports, pricing updates, and promotional materials.
• Coordinate with production and shipping teams to ensure timely fulfillment of sales orders.

Administrative Support

• Handle general office administration, including filing, document management, and mail distribution.
• Manage calendars, schedule meetings, and coordinate travel or vendor appointments as needed.
• Support inventory tracking and basic purchasing administrative tasks.
• Assist with data entry, report generation, and maintaining organized digital and physical records.
• Perform other administrative duties to support the team and overall operations.

Qualifications & Requirements

• Experience: 2+ years in administrative support, bookkeeping, or office management (manufacturing or small business experience is a plus).
• Technical Skills:
• Proficient in QuickBooks Online (certification or strong hands-on experience required).
• Advanced skills in Microsoft Office (especially Excel, Word, and Outlook).
• Familiarity with CRM systems or ERP software is a plus.
• Skills & Attributes:
• Excellent customer service and communication skills (verbal and written).
• Strong attention to detail and high level of accuracy in financial and administrative work.
• Ability to multitask, prioritize, and work independently in a fast-paced environment.
• Problem-solving mindset and a positive, team-oriented attitude.
• Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree in Business, Accounting, or related field preferred.

What We Offer

• Competitive hourly or salary compensation (depending on experience).
• Opportunity to grow within a dynamic, entrepreneurial manufacturing company.
• Supportive team environment with hands-on impact on daily operations.
• PTO and benefits package

Pay: $20.00 - $25.00 per hour

Benefits:

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

Work Location: In person