Industrial Office Manager

Pay

Salary range: $70,000 – $85,000 per year, based on skills and experience.

Benefits

• 401(k) match
• Medical, dental, and vision plans for employees and families

About the role

Based in Roselle, NJ, the Office Manager performs essential administrative, financial, human resources, and customer interaction duties under the direction of the General Manager to meet business needs, including assisting other employees as needed. Due to the nature of the business and a heavy industrial market, this position is deemed safety-sensitive.

Responsibilities

Human Resources

• Manage and organize employee files (personnel, medical, and confidential files)
• Ensure planning, monitoring, and appraisal of employee work performance
• Provide guidance to managers regarding the disciplinary process, scheduling management meetings with employees, resolving employee grievances, counselling employees, and leadership
• Handle all in-house human resources duties: initiating recruitment of hourly hires, on-boarding, orientation, terminations, training, and benefits including open enrolment, leave of absence, workers compensation management, and employee inquiries
• Ensure appropriate documentation is forwarded to Regional Human Resources Business Partners or Employee Services
• Ensure accurate and timely processing of all required HR forms (new hires, temporary workers, transfers, promotions, leave of absence, terminations)
• Partner with human resources to comply with applicable federal and state regulations, company policies, conducting investigations, and maintaining records

Payroll

• Responsible for timely and accurate submission of weekly employee time records via payroll system to Employee Services
• Review payroll system for missed punches and alignment with labor plan; manage attendance
• Manage and track Paid Time Off (PTO), holiday pay, bereavement, jury duty, and other types of leave
• Maintain confidentiality of compensation information of other employees or applicants

Order to Payment

• Support accounts receivables with centralized Shared Services Team
• Provide information as needed to central Accounts Receivable (AR) Shared Services team; manage days’ sales outstanding
• Act as essential point of contact with high-risk customers and/or hard-to-collect situations
• Assist Shared Services, when requested, to resolve collections
• Prepare credit memos with supporting documentation and obtain necessary approvals per authority matrix
• Complete and submit new customer setup forms to Centralized Shared Services Team
• Responsible for daily and accurate invoicing of shipped product and submission of supporting data to AR

Procure to Pay

• Partner with plant management to create and submit purchase orders (PO) in the ERP system for ordering goods and services, validating budget limitations and account allocation
• Upload Accounts Payable batches
• Raise purchase orders with correct coding and verify they progress through the workflow
• Enter receipt of goods and batch vendor invoices to Shared Services in a timely manner
• Complete new vendor and customer forms, obtain all required paperwork and appropriate approval before sending to Shared Services

Month-End Reporting

• Responsible for accurate and timely submission of all month-end reports as designated by the Regional Controller, Shared Services, and HR
• Compile and complete month-end reports (PIS report, Month-end Pack for AX plants, electricity and natural gas meter readings, Shipped Not Invoiced report)
• Report accounting daily, weekly, and month-end numbers accurately in partnership with the General Manager, Shared Services, and local Senior Leadership
• Update Corporate Cadence with Sales and Aging Reports
• Perform sales reconciliations on weekly and monthly basis

General

• Supervise front office staff as appropriate
• Provide timely and accurate support of all regional initiatives, information requests, and back-up assistance
• Answer telephones, process mail, lead day-to-day management of the office
• Assist with order entry of customer orders as required
• Assist management team with customer quotes, pricing, and capital expenditures
• Manage contractor services (lawn care, snow removal, building maintenance)
• Organize employee events (company meetings, holiday parties)
• Complete other duties as assigned by the General Manager and Controller
• Assist in facilitation of multi-disciplined audits (customer Quality audits, ISO, AS9100, NADCAP, Safety)
• Submit expense reports through Concur monthly for Wells Fargo plant expenses as needed
• Support proper execution of ITAR-related plant procedures
• Perform other tasks as assigned or dictated by position

Qualifications

Education

• Two-year associate degree or equivalent experience preferred

Experience

• Five years general office, accounting, and finance acumen
• Familiar with applicable employment laws
• Must possess or acquire extensive knowledge of Bodycote policies, practices, and procedures
• Proficient in ERP and database systems

Language & Communication Skills

• Communicate effectively orally and in writing in English
• Possess supervisory skills and ability to effectively direct and prioritize the work of others
• High proficiency with Microsoft Office – Excel, Word, Outlook, etc.

Additional Requirements

• Comfortable functioning in an organization with strong dotted-line reporting to accounting, finance, and HR while directly reporting to the General Manager
• Ability to function as an effective team member through good communication and cooperation to meet plant goals
• Strong organizational and interpersonal skills
• Excellent multi-tasking skills and ability to prioritize workflow
• Ability to guide, lead, and direct employee relation activities and communication meetings on all shifts

Physical & mental demands

• Work in a sitting or standing position for extended periods in an industrial environment
• Manual dexterity to perform data entry functions
• Ability to bend, pull, stoop, and reach to perform functions
• Ability to lift up to 35 lbs.
• May be exposed to heat, fumes, noise, and humidity
• Cognitive and mental capacity to perform