Office Manager

Come grow with us•Ottawa, IL

9d•Onsite

About The Position

Oversee and manage the day-to-day operations of the Station office, providing support to the Station Manager. This role involves comprehensive support across various functions including staffing, employee records, payroll, accident reporting, training, compliance, accounts receivable/payable, fleet compliance, sales support, H-2A program compliance, organics program records, station logs, and ERP system management. The Office Manager is also responsible for maintaining a clean and safe office environment, fostering a team-centered culture, and performing routine office tasks.

Requirements

High School Diploma or GED
Strong computer literacy and proficiency in MS Office
Experience with data entry, including the ability to enter data accurately
Comfortable learning new technical systems as needed
Excellent organizational skills
Excellent communication (verbal and written) skills
Ability to take and follow directions
Ability to work with little to no supervision
Must act with integrity, professionalism, and confidentiality
Appropriately handle private/sensitive information

Nice To Haves

Proficiency in an ERP system, including Microsoft NAV or Business Central (BC)
Knowledge of greenhouse/growing operations
Knowledge of rules, regulations, and guidelines of various federal or state Departments of Agriculture
Basic familiarity with product availability, growing techniques and disease avoidance (Customer Service)

Responsibilities

Facilitate job application flow, hiring processes, and onboarding process for new hires and rehired associates.
Maintain accurate, up-to-date employee records in UKG using Document Manager, ensuring secure and confidential storage.
Ensure the submission of correct payroll coding in onboarding.
Ensure timely submission of Change of Status and Termination Form documentation to system administrators.
Compile and submit reimbursable expenses for processing.
Compile, enter, and submit weekly payroll inputs, including data validation and reconciliation of discrepancies.
Set up timeclocks for new associates and distribute paystubs to hourly associates when required.
Adhere to payroll timelines and ensure proper payment in accordance with local and state laws.
Ensure payroll coding is input and recorded accurately according to approved labor charges.
Review and action on time off requests in a timely manner.
Communicate in a timely and effective manner with appropriate departments, escalating employee concerns as needed.
Compile accident reports and submit claims to the corporate EHS team.
Coordinate the reporting of workplace injuries, assist employees with completing required injury and workers’ compensation forms, enter incidents into Vector, and gather and forward accident reports, medical paperwork, and work status updates to the EHS team.
Deliver mandatory training to station associates and follow SOPs for special training.
Maintain posters and other station signage.
Collaborate with the corporate office on Accounts Receivable/Accounts Payable (AR/AP) issues.
Maintain DOT records (fleet maintenance and inspections, driver qualifications, run reports).
Support sales team with new customer forms, truck binders, and supplies.
Review & approve station job contracts, adhere to H-2A program regulations, including recruitment, records/file management, inbound/outbound reimbursements, timekeeping/scheduling, housing maintenance/management, H2A vehicle transportation management, employee management, and maintain up-to-date station audit records.
Maintain the organics program records and prepare for/participate in station audits.
Maintain station logs – labor reports, pesticide applications, plug grade sheets, disease logs, and testing.
Enter a Production Plan Order supplies via the Requisition Worksheet.
Receive POs in the required time.
Receive/Ship Transfers.
Create Work Orders.
Approve & Post Work Orders.
Manage WIP & Finished good Inventory.
Manage & complete cycle counts on Hard Goods Inventory.
Create Station & Route Transfers.
Maintain a clean and safe office environment; foster and support a team-centered culture.
Perform routine office tasks – answering phone, mail, emails, deliveries, and walk-ins.