Office Manager

Filamatic•Baltimore, MD

4d•$50,000 - $75,000•Onsite

About The Position

Filamatic, a 3rd-generation, family-owned manufacturer, is seeking an Office Manager who thrives in an environment where their work is visible, their judgment is trusted, and no two days are the same. This role involves handling a wide array of critical, time-sensitive, and often confidential tasks, working directly with the owners, and ensuring the smooth operation of the business. The company, National Instrument Manufacturing & Leasing Group, Inc., has been family-owned and led for over 70 years. The Office Manager will report to the Director of Finance and Accounting with a dotted line to the Director of People Operations, acting as the connective tissue of the organization by managing tasks across payroll, HR support, finance, and owner-directed projects. This position is ideal for someone who enjoys variety, ownership, and keeping multiple tasks organized and detailed in a small business setting.

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.
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.