Office Manager

NFI Industries•Ontario, CA

About The Position

The Office Manager directs, administers, manages, and supports administrative and customer service functions, while also supporting Operations Management. The role typically supports 3–4 customer accounts or one large account, supervises a small customer service representative (CSR) team, and reports to the General Manager. The Office Manager oversees administrative operations, accounting and billing processes, payroll and HR administration, recordkeeping, reporting, audits, facility procedures, and office support. The position is scheduled for first shift, with availability to work irregular or extended hours—including nights, weekends, and holidays—as needed by the customer.

Requirements

High school diploma required.
At least 5 years of manager or supervisory experience.
Proficiency with MS Office-based software.
Ability to maintain confidentiality appropriate to the role.
KRONOS and payroll system experience.
Flexibility to adapt to changing environments.
Excellent analytical and mathematical skills.
Excellent oral and written communication skills.
Availability to work irregular or extended hours, including nights, weekends, and holidays, as needed by the customer.
Ability to stand or walk for up to 10–12 hours.
Ability to lift and move up to 50 pounds.
Ability to bend, lift, stretch, and reach regularly, both below the waist and above the head.
Ability to walk frequently throughout the facility and surrounding areas; facilities may be over a quarter mile in length.
Ability to work in environments with variable noise levels, lighting conditions, and temperatures, and to access all building areas without limitations.

Nice To Haves

Associate degree preferred.
Experience in a distribution or fulfillment center preferred.
Human resources experience preferred.
Bilingual Spanish preferred, but not required.

Responsibilities

Supervise administrative and CSR staff day to day, typically no more than three employees.
Train and audit administrative staff to ensure accurate data entry.
Maintain customer satisfaction through communication among customer service staff, customers, operations, and senior management.
Review standard operating procedures (SOPs) and identify opportunities to improve processes.
Distribute account procedures and ensure appropriate personnel are trained after initial procedures are identified.
Direct accounts payable activities, including purchase requisitions and payable vouchers, in accordance with corporate standards.
Coordinate accounts receivable activities with the Corporate Accounts Receivable Department, including collections and review of billing issues or errors.
Ensure weekend and month-end closings are completed, and train a backup person to perform them.
Ensure productivity information is accurate, submitted, and reported on time.
Produce month-end accounting reports and Flash reports within the accounting deliverables schedule, and produce P&L review reports.
Cross-train administrative personnel on monthly reports.
Assist with corporate and facility manual audits to ensure facility compliance.
Coordinate month-end efforts to complete transactional and accessorial billings accurately.
Produce weekly Flash and Accounts Receivable Interface reports.
Direct payroll preparation and ensure payroll checks are accurate and timely in accordance with payroll policy.
Maintain payroll records confidentially and in an organized manner.
Assist management with progressive-discipline documentation for basic policy violations.
Perform HR administrative functions, including wage changes, termination processing, new-employee data collection, PTO tracking, and processing progressive-discipline forms.
Conduct exit processes for administrative and hourly staff where applicable.
Audit and ensure appropriate backup documentation is maintained for customer inventory and billing transactions.
Ensure transactional documents and backups are properly maintained and storage records are organized.
Audit weekly activity records to ensure accurate daily statistics.
Coordinate distribution of corporate materials as needed.
Assist the General Manager with vacation schedules, work schedules, and annual review schedules.
Ensure required WMS backups are completed and taken off site daily.
Maintain appropriate levels of required supplies and ensure mail is handled promptly.
Ensure telecommunications equipment is maintained.
Ensure visitor security procedures are followed, including sign-in and issuing and collecting badges.
Perform other duties or projects as needed by the General Manager.