We’re looking for an experienced Office Manager to oversee daily operations, manage administrative staff, and support departmental coordination in a fast-paced manufacturing setting. This role will maintain office organization, ensure accurate records and reporting, and foster a positive, productive work environment. If you thrive in leadership and operational excellence, we’d love to hear from you.
Schedule: M-F, days
Pay: $24-$28, depending on experience
ESSENTIAL FUNCTIONS:
- Oversee the day-to-day operations of the office, including administrative staff, office supplies, and equipment maintenance.
- Maintain a clean, organized, and secure office environment.
- Manage office budgets and expenses efficiently.
- Maintain records and documentation required for compliance and regulatory audits.
- Lead, train, and manage administrative personnel, including mail processing associates, variable data associates, administrative assistants, and graphic team staff.
- Foster a positive and productive work environment within the office team.
- Facilitate effective communication between office staff and various departments within the facility.
- Coordinate with department heads to streamline information flow and ensure cross-functional cooperation.
- Maintain accurate records, files, and databases for various administrative functions, including HR, payroll, and procurement.
- Handle sensitive and confidential information with discretion. Manage relationships with vendors and suppliers, ensuring timely deliveries and cost-effective procurement of office supplies and equipment.
- Organize and coordinate meetings, events, and training sessions as needed.
- Oversee internal MIS use for all personnel, ensuring work orders are generated accordingly to production requirements and customer requests.
- Maintain accurate production records, jobs received, processed, dates completed.
- Invoice jobs upon completion daily, weekly, monthly. Build and maintain spreadsheets for reporting as needed internally or for customer use.
- Ensure all mail processing adheres to USPS DMM.
- Efficient and timely production of all new/used/refurbished component parts, equipment and complete machines sold by, produced by, or serviced by the company.
- Interact with other department heads to achieve company goals and objectives within company policies.
- Provide documentation to other departments as required by policy or supervisor directive.
- New employee training and on-going training of existing employees for the edification of the company’s workforce.
- Scheduling – Responsible for producing and maintaining schedules for all subordinate employees.
- Personnel – Train, cross-train subordinates to improve their abilities, effectiveness, and efficiency for the generation of internal work orders. Ensure subordinates always have work to do and are working in a productive manner to achieve goals and deadlines.
- Quality Control – Make every reasonable effort to ensure company products meet the quality standards set by the company. Inspect incoming goods in a timely fashion with good and reasonable care that the inspection is accurate including reporting to other departments as required by policy and or upper management directive.
- Administrative – Ensure all appropriate files/paperwork are complete and accurate for all department activities, including but not limited to, jobs, work orders, sales orders, engineering change order requests (ECR), inventory cards, etc. per company procedures and policy. Provide accurate accounting information to the Financial Department in a timely fashion. Assist in timely invoicing for all customers.
- Meetings – Office Manager will attend and participate in meetings as directed by responsibility, policy or upper management.
- Company Policy – Company policy is set by the employee handbook and upper management. It is the Office Manager’s responsibility to read, understand and follow policy dictated by the employee handbook and directive(s) from upper management.
- Other – From time-to-time upper management may assign responsibilities, duties or projects that are not specifically listed in this job description. These other responsibilities, duties or projects are as important to the company’s success as any other activity and your full cooperation is required.
SKILLS & QUALIFICATIONS:
- Bachelors’ degree in production operations management or equivalent experience.
- Minimum five years leadership/managerial experience in a manufacturing environment.
- Understanding and experience employing principles of business management, strategic planning, resource allocation, leadership, production methods, etc. for the best business outcomes.
- Demonstratable computer and software proficiency, Microsoft Office suite, MRP systems
- Ability to define problems, collect data, establish facts, draw valid conclusions and implement corrections when needed.
- Proven ability to respond appropriately to inquiries or complaints from customers, regulatory agencies or employees.
- Strong project management and presentation skills are required.
- Excellent interpersonal and communication skills with a focus on respect, ethics, professionalism, teamwork, open and honest communications at all levels.
- Provide guidance to subordinates, including setting performance goals and monitoring performance.
- Communicate clearly and concisely, orally and in writing, with employees at all levels and external contacts.
- Must work well in a team environment, possess an ability to adapt to change in the environment, and have proven ability to exert influence in a directive and positive manner.
- Must be able to lead, manage, and motivate a team through direct or indirect management.
- Demonstrated technical analysis capabilities including analysis, process improvement methodologies, production concepts and systems, etc.
- Ability to work both independently and as part of a team.
- Must demonstrate effective time management skills.
- Be open to constructive criticism and make appropriate adjustments.
- Ability to de-escalate situations and support positive discussion and outcomes.
EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS:
- Bachelor's degree in business administration, management, or a related field (preferred).
- Proven experience as an office manager or in a similar administrative role.
- Strong knowledge of printing and mailing industry.
- Excellent organizational, leadership, and interpersonal skills.
- Proficient in office software (e.g., Microsoft Office Suite) and other relevant applications.
- Ability to maintain discretion and handle sensitive and confidential information.
