Office Manager

About the role

Based in Berlin, CT, the Office Manager will perform 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. This position is deemed safety-sensitive due to the nature of our heavy industrial business.

Responsibilities

• Human Resources
  • Manage and organize employee files (personnel, medical, and confidential).
  • Ensure planning, monitoring, and appraisal of employee work performance.
  • Provide guidance on disciplinary processes, scheduling management meetings, resolving grievances, counseling employees, and leadership.
  • Handle in-house HR duties: recruitment of hourly hires, on-boarding, orientation, terminations, training, benefits (including open enrollment), leave of absence, workers compensation, and employee inquiries.
  • Ensure accurate and timely processing of HR forms (new hires, temporary workers, transfers, promotions, leave of absence, and terminations).
  • Partner with HR to comply with federal/state regulations, conduct investigations, and maintain records.
• Payroll
  • Submit weekly employee time records accurately and timely via the payroll system.
  • Review payroll for missed punches and alignment with labor plans; manage attendance.
  • Track Paid Time Off (PTO), holiday pay, bereavement, jury duty, and other leave types.
  • Maintain confidentiality of compensation information.
• Order to Payment
  • Support accounts receivables with the centralized Shared Services Team.
  • Act as a point of contact for high-risk customers or hard-to-collect situations; assist in resolving collections.
  • Prepare credit memos with supporting documentation and obtain necessary approvals.
  • Complete and submit new customer setup forms to the Shared Services Team.
  • Ensure 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 (POs) in the ERP system, validating budget limitations and account allocation.
  • Upload Accounts Payables batches and verify POs through workflow.
  • Enter receipt of goods and batch vendor invoices to Shared Services timely.
  • Complete new vendor and customer forms with required paperwork and approvals.
• Month-End Reporting
  • Submit accurate and timely month-end reports as designated by the Regional Controller, Shared Services, and HR.
  • Compile and complete month-end reports (e.g., PIS report, Month-end Pack, electricity/gas meter readings, Shipped Not Invoiced report).
  • Report accounting numbers daily, weekly, and monthly in partnership with the General Manager and Shared Services.
  • Update Corporate Cadence with Sales and Aging Reports; perform sales reconciliations weekly and monthly.
• General
  • Supervise front office staff as appropriate.
  • Support regional initiatives, information requests, and provide backup assistance.
  • Manage day-to-day office operations: answer telephones, process mail, and assist with order entry.
  • Assist management with customer quotes, pricing, and capital expenditures.
  • Manage contractor services (lawn care, snow removal, building maintenance).
  • Organize employee events (company meetings, holiday parties).
  • Facilitate multi-disciplined audits (customer Quality audits, ISO, AS9100, NADCAP, Safety).
  • Submit expense reports through Concur for plant expenses.
  • Support proper execution of ITAR-related plant procedures.
  • Perform other tasks as assigned.

Requirements

• Two-year associate degree or equivalent experience preferred.
• Five years of general office, accounting, and finance experience.
• Familiarity with applicable employment laws.
• Extensive knowledge of Bodycote policies, practices, and procedures.
• Proficiency in ERP and database systems.
• Must be a U.S. Citizen or Permanent Resident Card Holder to satisfy ITAR compliance requirements.

Skills

• High proficiency in Microsoft Office (Excel, Word, Outlook).
• Strong supervisory, organizational, and interpersonal skills.
• Excellent multi-tasking and prioritization abilities.
• Effective oral and written communication in English.
• Ability to guide, lead, and direct employee relations activities across all shifts.
• Comfortable functioning in an organization with strong dotted-line reporting to accounting, finance, and HR.
• Team-oriented with strong communication and cooperation skills to meet plant goals.

Physical & Mental Demands

• Ability to work in sitting or standing positions for extended periods in an industrial environment.
• Manual dexterity for data entry functions.
• Ability to bend, pull, stoop, reach, and lift up to 35 lbs.
• Exposure to heat, fumes, noise, and humidity.
• Cognitive and mental capacity to perform essential job functions.
• Visual acuity to read documents, computer screens, and files.
• Ability to hear in person and via phone.