Office Manager

JOB TITLE:

Office Manager

DEPARTMENT:
Administration / Finance

REPORTS TO:

Controller

DIRECT REPORTS:
Assistant Office Manager, Accounts Receivable Clerk, Accounts Payable Clerk

The Office Manager oversees and coordinates all administrative, financial support, payroll, and office operations to ensure efficient business functions across the organization. This role supervises the Assistant Office Manager and AR/AP staff, administers payroll, manages compliance and reporting requirements, and supports financial, inventory, and light HR operations. The Office Manager must understand all AR/AP, payroll, and inventory processes while ensuring operational accuracy, regulatory compliance, and cross‑functional coordination across office, production, and shipping departments.

• Oversee Accounts Receivable and Accounts Payable functions through direct supervision of AR/AP staff
• Maintain full working knowledge of all AR/AP processes, procedures, and systems
• Manage and administer payroll processing (ADP or another payroll platform)
• Ensure payroll accuracy including special handling for DOT‑regulated drivers and hours‑of‑service compliance
• Assist with payroll reporting, audits, and reconciliations
• Support monthly, quarterly, and annual financial reporting and tracking
• Track and maintain fuel tax reporting, truck registration, and related compliance documentation

• Oversee and coordinate production and shipping inventory tracking and reconciliations
• Ensure accuracy of inventory balances between production, shipping, and accounting systems
• Investigate and resolve inventory discrepancies and variances
• Support inventory reporting and documentation requirements
• Maintain working knowledge of production processes, material flow, and finished goods movement
• Coordinate with Production, Shipping, and Finance to ensure accurate inventory records

• Manage daily office operations and essential business functions
• Supervise Assistant Office Manager and administrative staff
• Maintain office supply inventory, usage tracking, and replenishment
• Oversee office equipment, systems, and administrative procedures
• Coordinate check distribution and financial document handling
• Maintain organized and secure filing and record retention systems
• Interact and coordinate with plant operations, corporate staff, and leadership

• Maintain understanding of DOT regulations relevant to payroll, driver compliance, and reporting
• Support and coordinate Drug‑Free Workplace Program compliance and documentation
• Maintain and distribute safety logs, postings, and compliance materials
• Assist with regulatory recordkeeping and documentation as required

• Support HR Manager with AAP coordination and reporting
• Assist with employee documentation and administrative HR processes
• Maintain personnel and compliance records as assigned

• Supervise, coach, and support Assistant Office Manager and AR/AP staff
• Ensure financial, payroll, and inventory accuracy and compliance
• Provide operational coverage and cross‑functional coordination
• Support continuous improvement of office, payroll, and inventory systems

• Perform miscellaneous administrative and operational duties as needed
• Provide support to leadership and cross‑functional teams
• Additional duties as assigned

Bachelor’s degree preferred (Business, Accounting, Finance, or related field)

Minimum 5 years Office Management, Accounting, Payroll, or administrative leadership experience

• Strong knowledge of AR/AP, payroll, and administrative systems
• Working knowledge of inventory controls, reconciliations, and production processes
• Understanding of production flow, shipping, and finished goods movement
• Working knowledge of DOT regulations and compliance
• Experience with ADP or similar payroll systems
• Strong financial accuracy and reporting ability
• Ability to analyze and resolve…