Office Manager

Job Title : Office Manager

Reports to : President

Job Overview : The Office Manager at Rusco Manufacturing is responsible for overseeing the day-to-day administrative operations of the office, ensuring smooth and efficient workflows. This role involves managing office tasks, providing support to various departments, and ensuring that administrative processes run efficiently. The Office Manager plays a key role in maintaining a productive work environment, managing office supplies, handling communications, and supporting HR functions.

Key Responsibilities :

Administrative Management :

• Oversee daily office operations, including answering phones, monitoring incoming emails, and managing office supplies.
• Maintain organized filing systems, including employee records, invoices, purchase orders, and production sheets.
• Handle administrative tasks such as creating new hire packages, managing employee records and assisting with HR-related duties like time off requests and complaints

Payroll and HR Support

• Populate and process weekly payroll every Monday
• Assist with HR duties, including handling employee time off requests, maintaining up-to-date employee records, and resolving or escalating HR-related issues.
• Support the onboarding process by creating new hire packages and managing employee files

Shipping and Receiving Coordination

• Assist the Shipping Manager by verifying order status, packing parts, and creating shipping documentation.
• Schedule trucks, create packing lists (PL), and handle shipping and receiving tasks, including small package shipments via UPS
• Provide customer service by offering order updates, shipping reports, and coordinating with production to meet order deadlines.

Vendor and Customer Relations :

• Create and manage bendor purchase orders (POs), schedule shipments, and update bendor order statuses.
• Maintain communication with key customer accounts, providing regular updates on orders, shipping reports, and inventory levels.
• Work closely with the Production teams to review and adjust order timelines based on production schedules.

Document Management and Reporting :

• Enter daily production sheets, purchase orders, and manage the scanning and filling of important documents such as bills of ladings (BOLs) and material certifications.
• Prepare and distribute reports related to order status, production, and inventory to relevent stakeholders.
• Manage billing by creating invoices after shipments, issuing credits if needed, and maintaining accurate financial records.

Office Management and Supplies :

• Maintain a well-organized and efficient office environment, including the management of office supplies and equipment.
• Ensure that all office functions are carried out efficiently and that administrative staff are supported in their roles.

Qualifications :

• Proven Experience in office management or a similar administrative role.
• Strong organizational and time management skills, with the ability to manage multiple tasks simultaneously.
• Excellent communication skills, both verbal and written, with the ability to interact effectively with all levels of the organization.
• Proficiency in Microsoft Office Suite ( Word, Excel, PowerPoint, and Outlook ) and familiarity with ERP systems.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong problem-solving skills and attention to detail.
• Experience in HR and payroll processes is a plus.