Office Manager

NFI Industries•Breinigsville, PA

About The Position

The Office Manager directs, administers, manages, and supports administrative and customer service functions, and supports Operations Management. The role typically supports 3–4 customer accounts or one large account, supervises a small customer service representative team, and reports to the General Manager. The Office Manager oversees administrative staff and customer service, accounting and billing processes, payroll preparation, HR administration, records, reporting, facility compliance, office supplies, mail, telecommunications, and visitor security. The position also assists the General Manager with staff schedules and other projects as needed.

Requirements

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

Nice To Haves

Associate degree preferred.
Distribution or fulfillment center experience preferred.
Human resources experience preferred.
Spanish bilingual ability preferred but not required.

Responsibilities

Supervise administrative and customer service staff on a day-to-day basis, typically up to three employees.
Train and audit administrative staff to ensure accurate data entry and production.
Coordinate communications among customer service staff, customers, operations, and senior management to maintain customer satisfaction.
Review SOPs to identify process improvements, distribute procedures, and ensure appropriate personnel are trained.
Direct accounts payable activities, including purchase requisitions and payable vouchers, according to corporate standards.
Coordinate accounts receivable activities with the Corporate Accounts Receivable Department, including collection efforts and review of billing issues and 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, as well as P&L review reports, weekly Flash reports, and Accounts Receivable Interface reports.
Cross-train administrative personnel on monthly reports.
Assist with corporate and facility manual audits to ensure facility compliance.
Coordinate month-end work to ensure transactional and accessorial billings are completed accurately.
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 documentation for progressive discipline related to 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 maintain appropriate backup documentation for customer inventory and billing transactions.
Ensure transactional documents and backup are properly maintained and organized records of items in storage are kept.
Audit weekly activity records to ensure accurate daily statistics are produced.
Coordinate distribution of corporate materials as needed.
Assist the General Manager with vacation, work, 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.