Office Manager

Working Hours/Days

Typical hours are 8:00AM-4:30PM Monday - Friday

Overview

The Office Manager is responsible for overseeing the daily administrative operations in support of both the Packaging Department and Sales Department operations. This role manages a team of 2–3 clerical administrative staff to ensure accurate financial recordkeeping, smooth office functionality, and consistent adherence to company policies and procedures. The Office Manager will collaborate closely with the Packaging General Manager, Data Center Commercial Business Manager, Engine Sales Manager, and the Manager of Engineering and Project Management to continuously improve administrative support activities and processes. Global Shop (our ERP system for the Packaging Division) is an important tool for many of these responsibilities.

Basic Duties

Team Leadership:

• • Supervise, mentor, and train a team of 2-3 clerical administrative staff.
  • Assign and review work tasks, ensuring deadlines are met and quality standards are upheld.

Cross-Department Collaboration:

• • Work closely with the Data Center Commercial Business Manager, Engine Sales Manager, and Manager of Engineering and Project Management to streamline administrative functions and ensure alignment with organizational goals.
  • Provide consistent and proactive support to all business units for seamless coordination and communications.

Financial Oversight:

• • Oversee accounts payable (excluding cutting checks or handling credit cards).
  • Oversee accounts receivable (excluding posting payments).
  • Maintain monthly revenue reporting.
  • Create, post, and review Inventory G/L batches for accuracy.
  • Create, post, and review Labor batches (overhead and indirect).
  • Create and post work orders with costs after closing batches.
  • Oversee Global/ADP reconciliation for Packaging payroll (hourly/monthly).
  • Reconcile Global Shop/CODA and make necessary entries in both systems.

Global Shop (GS) Administration:

• • Serve as the Global Shop Administrator/Help Desk contact for troubleshooting and user support. (Note: Global Shop is the ERP system for our Packaging Division.)
  • Open and maintain all Global Shop work orders, updating POD and/or Smartsheet as needed.
  • Reconcile Global Shop/POD to ensure work order information is accurate across both systems.
  • Process WIP (Work in Progress) to finished goods for completed units.
  • Coordinate return-to-stock (RTS) units for shipping and invoicing.

Office & Facility Management:

• • Order and maintain adequate inventory of all office supplies.
  • Oversee facility cleaning services, ensuring contract compliance and quality standards.
  • Issue employee badges and manage associated security processes.

Other Duties:

• • Perform any other tasks or projects as assigned to ensure the smooth operation of the office and administrative processes.

Qualifications

Education & Experience:

• High school diploma or equivalent required; associate’s or bachelor’s degree in business administration, accounting, or a related field preferred.
• Previous experience in office management, administrative leadership, or a similar role (ideally in manufacturing, packaging, or sales support environments).

Technical Skills:

• Familiarity with accounting principles and best practices in accounts payable/receivable.
• Proficiency in office productivity software (e.g., Microsoft Office Suite).
• Experience with ERP or MRP systems such as Global Shop (GS), CODA, and ADP strongly preferred.

Leadership & Communication:

• Proven ability to supervise and develop a small team.
• Strong verbal and written communication skills; able to collaborate effectively with all levels of the organization.
• Excellent organizational, time-management, and problem-solving skills.

Other Attributes:

• Attention to detail and a commitment to accuracy in financial reporting.
• Ability to prioritize tasks and adapt to changing deadlines or business needs.
• Strong customer service mindset for both internal and external stakeholders.

Altorfer Inc. offers an industry leading compensation and benefit package:

• Health, Dental, Vision, Disability, and Life Insurance
• 401(k) and Additional 401(k) Contribution
• Paid Holidays
• P