Office Manager

Filamatic•Baltimore, MD

2d•Onsite

About The Position

Office Manager Filamatic — A 3rd-Generation, Family-Owned Manufacturer Join a company where your work is visible, your judgment is trusted, and no two days look the same. For over 70 years, National Instrument Manufacturing & Leasing Group, Inc has been family-owned and family-led, and we’re looking for an Office Manager who thrives in exactly that environment — one where you’ll handle a wide array of critical, time-sensitive, and often confidential tasks, work directly with the owners, and be the person who keeps the engine running. About Us National Instrument Manufacturing & Leasing Group, Inc is a 3rd-generation, family-run business comprised of two entities: Filamatic (~85% of operations) — we custom design and build industrial liquid filling and packaging machinery. National Instruments Leasing Group (~15%) — our real estate entity. We’ve been around for over 70 years because we keep our core values at the center of everything we do. We’re customer-centric — just about every employee interacts with our customers at one point or another — and we work as a team, back each other up, and treat each other with the respect and dignity they deserve. That’s expected daily. This is a small business in the truest sense: flat structure, direct access to leadership, and work that spans functions. The daily work will often come at the direction of the Director of Finance or the Director of People Operations, with miscellaneous tasks that come directly from the owners or in support of the real estate business. The vast majority focuses on Filamatic operations, but we are all part of the National Instruments family. The Role Reporting to the Director of Finance and Accounting with a dotted line to the Director of People Operations , the Office Manager handles a wide variety of tasks supporting both areas — and, regularly, the owners directly. This role is ideal for someone who thrives on variety and ownership. In a small family-run business, the Office Manager is the connective tissue: you’ll move between payroll, HR support, finance, and owner-directed projects in the same week, often the same day. If you’ve worked in a family-owned or small business before, you’ll recognize the rhythm — and you’ll know how to keep many disparate plates spinning without losing track of the details that matter.

Requirements

5+ years of experience supporting finance, HR, or operations teams.
Ability to handle a wide variety of disparate tasks and reprioritize responsibilities based on the needs of the business — this is the core of the role, not a nice-to-have.
Experience with HRIS systems and accounting software such as QuickBooks.
Experience working with confidential or sensitive information, with a firm understanding of how to handle confidential and personal information with discretion.
Knowledge of compliance and reporting requirements.
Highly organized, with excellent written and verbal communication skills.
A self-starter who works well with minimal structure and direction — comfortable taking ownership in a small-business environment where priorities can shift quickly.

Nice To Haves

Experience working in a family-owned or small business, where wearing many hats is the norm.
Prior exposure to owner-directed or executive-support work that requires discretion and judgment.
Familiarity with both manufacturing and real estate operations.

Responsibilities

Manage and process bi-weekly payroll for approximately 50 employees.
Review and verify bi-weekly timecards and enter time for hourly employees.
Manage the payroll vendor relationship, system, and data.
Assist in administering benefits programs.
Support onboarding of new employees, including I-9 verification through e-Verify and verification of all tax forms and new-hire paperwork.
Set up new employees in the third-party payroll system.
Reconcile PTO monthly.
Support 401(k), H.S.A., and F.S.A. administration.
Complete annual OSHA reporting.
Support Owner’s Matters, including some accounts payable responsibilities for other entities (QuickBooks).
Process calculated commission payments for 1099 sales representatives.
Track, distribute, and manage company-issued credit cards
Process expense reports using Concur and reconcile petty cash transactions.
Prepare Sales Tax Returns for various states in partnership with the Director of Finance.
Maintain a repository of documentation for the entities and the owners.
Order and manage inventory of office supplies.
Ensure conference rooms are cleaned, stocked, and prepared for use at any time.
Receive and distribute mail.
Assist with on-site events.
Handle ad-hoc requests from the owners — the kind of high-trust, varied work that defines a family-run business.