Office Manager

Office Manager

Job Description:

• Office Manager tasks to include ordering all office and cleaning supplies, overseeing maintenance and operation of office equipment (copier, postage machine, fax, etc)

• Responsible for coordination of customer and guest visits. Oversee and coordinate: travel, accommodations, meals, conference room usage, etc.

• Receptionist duties to include answering and handling all incoming calls and taking messages as required and greeting and managing guests.

• Assist with staff travel plans and coordination

• Work with Operations Team to generate and maintain all documentation related to material movement into, out of and within both facilities on site as well as recording all material related transactions in ERP system.

• Assist Operations Manager with the day-to-day management and administration of all projects in house; to include managing schedules, updating the project work break down structure in ERP system, overseeing logistics, running reports/verifying information in ERP system.

• Act as the liaison between staff and Corporate HR, Payroll and Admin staff in NY

• Administrative & clerical support responsibilities to support the day-to-day operational activities for both operations in both and buildings onsite.

• for all aspects of the operation

• Monitor the external video screens to ensure the facility and employees are properly safeguarded against unwelcome visitors remain on premises.

• Facility management responsibilities: open/close blinds; ensuring coffee is available throughout the day; ensuring appropriate kitchen supplies are always in place; wipe down counters and tables in kitchen as required.

• Work with Corporate HR Director and Operations Manager to ensure that facility is always a safe, hazard free OSHA complaint workplace compliant with all Health & safety policies and regulations.

• Manage the Time and Attendance System acting as the onsite point of contact for Human Resource, Payroll & Time & Attendance related issues.

• Ensure local compliance will all local, state, and Federal employment and safety regulations (including Covid related protocols).

• Maintain Safety Data Sheets for both facilities.

• Assist with generation and maintenance of operational procedures and associated compliance documents and responsible for establishing and maintaining a system for proper documentation, good recordkeeping, and effective communication

Essential Skills:

• Associate degree in a relevant discipline

• Minimum five (5) years of relevant experience in an administrative function supporting manufacturing and operational activities.

• Proficiency in MS Office Suite

• Excellent oral and written communication skills enabling them to effectively communicate both internally and externally using all available methods of communication.

• Detail oriented individual with the ability to multi-task and thrive in a fast paced, dynamic environment.

• Well defined organizational and time management skills coupled with the ability to operate independently with minimal guidance by management.

• Experience in safe work environments and maintaining compliance with state and federal regulations.

• Ability to maintain the highest level of confidentiality in all matters concerning personnel records, payroll, investigations, and reporting.

• Team player with strong interpersonal, analytical, and complex problem-solving skills.

• US citizen or permanent resident who is legally authorized to work in the US and able to successfully pass a background check and pre-employment drug test.

Non-Essential Skills:

• Bachelor’s degree in Business, Finance, or other related discipline.

• Familiarity with MS Project

• Experience working with an ERP or MRP system

• Technical aptitude

• Prior experience in an Office Management and/or HR support role.

Physical & Mental Demands:

• Regularly required to sit, walk, bend, and stand in both an office and industrial environment

• Expected to effectively communicate in person, on phone, and via email and other electronic devices on a continual and repetitive basis.

• Will need to repeatedly use hands to finger, handle, feel and operate standard office equipment

• Day to day responsibilities may require lifting, moving, carrying, and maneuvering materials up to 25 pounds alone; heavier with assistance.

• Specific vision abilities required include close vision, distance vision and the ability to adjust focus.

• Must be able to fulfill essential job function in a consistent state of alertness and safe manner

This job description is not all inclusive and is subject to change at any time.

EOE/VETS/AAP