Industrial Office Manager

Bodycote North America•Roselle, NJ

62d•$70,000 - $85,000•Onsite

About The Position

Based in Roselle, New Jersey, the Office Manager performs administrative, financial, human resources, payroll, customer-interaction, and office-management duties under the direction of the General Manager. The role supports plant and business needs, works with centralized Shared Services and regional HR, accounting, and finance teams, and may assist other employees as needed. The position is safety-sensitive due to the industrial nature of the business and supports the proper execution of plant ITAR procedures. Candidates must be U.S. citizens or permanent resident card holders to satisfy ITAR compliance requirements. The Office Manager handles employee records and in-house HR activities, including recruitment support, onboarding, training, benefits, leave, workers’ compensation, employee inquiries, employment documentation, and assistance with employee relations. The role also submits and reviews payroll time records, manages attendance and leave tracking, supports accounts receivable and collections, prepares invoices and credit memos, and manages purchase orders, vendor invoices, and related forms and approvals. The position prepares daily, weekly, and month-end accounting and operational reports; supports sales reconciliations and reporting; and assists with office operations, customer quotes, pricing, capital expenditures, employee events, contractor services, audits, and other assigned duties. The Office Manager may supervise front office staff and must be comfortable with direct reporting to the General Manager and dotted-line collaboration with accounting, finance, and HR.

Requirements

U.S. citizenship or permanent resident card holder status to meet ITAR compliance requirements.
Five years of general office experience and accounting and finance acumen.
Familiarity with applicable employment laws.
Proficiency with ERP and database systems; extensive knowledge of Bodycote policies, practices, and procedures must be acquired or possessed.
Effective oral and written communication in English.
Supervisory skills and the ability to direct and prioritize others’ work.
High proficiency with Microsoft Office, including Excel, Word, and Outlook.
Ability to function in an organization with dotted-line reporting to accounting, finance, and HR while directly reporting to the General Manager.
Ability to work effectively as a team member through communication and cooperation to meet plant goals.
Strong organizational and interpersonal skills, excellent multitasking skills, and ability to prioritize workflow.
Ability to work in a sitting or standing position for extended periods in an industrial environment.
Manual dexterity for data entry; ability to bend, pull, stoop, and reach; and ability to lift up to 35 pounds.
Cognitive and mental capacity to perform essential job functions; effective communication; visual acuity to read documents and computer screens; and ability to hear in person and via telephone.

Nice To Haves

Two-year associate degree or equivalent experience.

Responsibilities

Manage and organize personnel, medical, and confidential employee files.
Support employee performance planning, monitoring, and appraisal; advise managers on disciplinary processes, employee meetings, grievances, counseling, and leadership matters.
Handle in-house HR activities, including initiating recruitment of hourly employees, onboarding, orientation, terminations, training, benefits enrollment, leaves of absence, workers’ compensation, employee inquiries, and forwarding required documentation to HR or Employee Services.
Process required HR forms accurately and on time for new hires, temporary workers, transfers, promotions, leaves of absence, and terminations.
Partner with HR to comply with applicable regulations and company policies, conduct investigations, and maintain records.
Submit weekly employee time records accurately and on time through the payroll system; review missed punches and alignment with the labor plan, manage attendance, and track PTO and other leave types.
Protect confidential compensation information and not disclose other employees’ or applicants’ pay.
Support accounts receivable with the centralized Shared Services Team, provide requested information, and manage days’ sales outstanding.
Serve as an essential point of contact for high-risk customers and difficult collections; assist Shared Services with collections and prepare credit memos with supporting documentation and required approvals.
Complete and submit new customer setup forms to the centralized Shared Services Team.
Invoice shipped product daily and accurately and submit supporting data to accounts receivable.
Work with plant management to create and submit ERP purchase orders, validate budget limits and account allocation, and ensure correct coding and workflow completion.
Upload accounts payable batches, enter goods receipts, and submit vendor invoice batches to Shared Services promptly.
Complete new vendor and customer forms, obtain required paperwork and approvals, and send them to Shared Services.
Submit accurate and timely month-end reports designated by the Regional Controller, Shared Services, and HR; compile reports such as PIS, Month-end Pack for AX plants, utility meter readings, and Shipped Not Invoiced.
Report daily, weekly, and month-end accounting numbers accurately and responsibly in partnership with the General Manager, Shared Services, and local senior leadership.
Update Corporate Cadence with sales and aging reports and perform weekly and monthly sales reconciliations.
Supervise front office staff as appropriate and provide timely support for regional initiatives, information requests, and backup coverage.
Answer telephones, process mail, and lead day-to-day office management.
Assist with customer order entry when required.
Assist management with customer quotes, pricing, and capital expenditures.
Manage contractor services, including lawn care, snow removal, and other building maintenance.
Organize employee events, such as company meetings and holiday parties.
Assist with multi-disciplinary audits, including customer quality, ISO, AS9100, NADCAP, and safety audits.
Submit monthly expense reports through Concur for Wells Fargo plant expenses as needed.
Support proper execution of ITAR-related plant procedures.
Perform other duties as assigned by the General Manager and Controller or as dictated by the position.
Guide, lead, and direct employee relations activities and communication meetings across all shifts.