Office Manager

Bodycote North America•Wichita, KS

14d•Onsite

About The Position

Based in Wichita, Kansas, the Office Manager performs administrative, financial, human resources, payroll, customer-service, and office-management duties under the direction of the General Manager to meet business needs. The role works closely with plant management, Human Resources, Accounting, Finance, Shared Services, and local senior leadership, and may assist other employees as needed. Because Bodycote operates in a heavy industrial market, the position is designated safety-sensitive. The Office Manager manages employee records and in-house HR processes, supports employee relations and compliance, and submits accurate payroll and leave information. The role also supports accounts receivable and collections, customer and vendor setup, invoicing, purchasing, accounts payable processing, and accurate daily, weekly, and month-end reporting. General duties include leading day-to-day office operations, supervising front office staff as appropriate, supporting customers and plant leadership, coordinating building services and employee events, assisting with audits, and supporting ITAR-related plant procedures. The position requires an associate degree or five years of office experience, along with five years of general office experience and accounting and finance acumen. Candidates must meet ITAR requirements as U.S. citizens or permanent resident card holders. The role involves working in an industrial environment and may include exposure to heat, fumes, noise, and humidity, as well as lifting up to 35 pounds and periods of sitting or standing.

Requirements

Must be a U.S. citizen or permanent resident card holder to satisfy ITAR compliance requirements.
Two-year associate degree or five years of office experience.
Five years of general office experience and accounting and finance acumen.
Familiarity with applicable employment laws and ability to acquire extensive knowledge of Bodycote policies, practices, and procedures.
Experience with ERP and database systems; proficiency in ERP and database systems is required.
Ability to communicate effectively in spoken and written English.
Supervisory skills and ability to direct and prioritize others’ work effectively.
High proficiency with Microsoft Office, including Excel, Word, and Outlook.
Ability to function in an organization with strong dotted-line reporting to Accounting, Finance, and HR while directly reporting to the General Manager.
Effective teamwork, 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 to perform 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.
Visual acuity to read documents, computer screens, and files, and ability to hear in person and via phone.
Must undergo a pre-employment drug screen after receiving a conditional offer of employment.

Responsibilities

Manage and organize personnel, medical, confidential, and other employee files.
Support employee performance planning, monitoring, and appraisal; advise managers on discipline, employee meetings, grievances, counseling, and leadership.
Handle in-house HR activities, including hourly recruitment initiation, onboarding, orientation, terminations, training, benefits and open enrollment, leaves of absence, workers’ compensation, and employee inquiries.
Ensure accurate and timely processing of HR forms for new hires, temporary workers, transfers, promotions, leaves of absence, and terminations; forward required documentation to HR business partners or Employee Services.
Partner with Human Resources on compliance with applicable laws and company policies, investigations, and recordkeeping.
Submit weekly employee time records accurately and on time through the payroll system; review UKG for missed punches and labor-plan alignment, manage attendance, and track PTO and other leave or paid time.
Protect confidential compensation information and not disclose other employees’ or applicants’ pay.
Support accounts receivable and manage days’ sales outstanding; provide information to the centralized AR Shared Services team and assist with collections and high-risk or difficult-to-collect customers.
Prepare credit memos and supporting documentation and obtain approvals under the authority matrix.
Complete and submit new customer setup forms to Shared Services.
Invoice shipped product daily and accurately and submit supporting data to Accounts Receivable.
Partner 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 receipts of goods, and batch vendor invoices for Shared Services in a timely manner.
Complete new vendor and customer forms, obtain required paperwork and approvals, and send forms to Shared Services.
Submit accurate, timely month-end reports designated by the Regional Controller, Shared Services, and HR; compile reports including PIS, month-end packs, utility meter readings, and shipped-not-invoiced reports.
Report accounting figures daily, weekly, and monthly in partnership with the General Manager, Shared Services, and local senior leadership, and perform duties in a fiscally responsible manner.
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 needs.
Answer telephones, process mail, and manage day-to-day office operations.
Assist with customer order entry when required and support the management team with 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 multidisciplinary audits, including customer quality, ISO, AS9100, NADCAP, and safety audits.
Submit monthly Concur expense reports for Wells Fargo plant expenses as needed.
Support proper execution of ITAR-related plant procedures and perform other duties as assigned by the General Manager and Controller.
Guide, lead, and direct employee relations activities and communication meetings across all shifts.