Job Description

Position Summary

The Office Manager is responsible for overseeing all administrative, financial, and customer-facing operations of a precision machine shop. This role ensures smooth day-to-day business operations by coordinating between the shop floor, customers, vendors, and leadership. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced manufacturing environment.

Key Responsibilities

1. Financial & Administrative Management

• Support Accounts Payable (AP), Accounts Receivable (AR), and bank reconciliation
• Generate and track invoices, purchase orders, and job costing data
• Support payroll processing and employee time tracking
• Maintain accurate financial and operational records
• Assist leadership with basic financial reporting (cash flow, aging, job profitability)
• Assist with inventory audits regularly

2.Customer & Order Management

• Responsible for managing incoming communications and acting as the liaison for customer and vendor inquiries.
• Process incoming orders and ensure accurate entry into ERP/job tracking system
• Coordinate with the materials manager for job tracking and communicate timelines
• Manage customer documentation (i.e. request for quotes, purchase orders, prints, revisions, certifications)

3. Vendor & Purchasing Coordination

• Issue purchase orders for office and facility supplies.
• Track vendor deliveries and resolve discrepancies
• Maintain vendor relationships and pricing records

4. Production & Shop Coordination

• Track key operational metrics (i.e. sales, absenteeism, on-time delivery, backlog, WIP)
• Resolves routine labor policy questions with the employees.
• Support labor tracking

5. Compliance & Documentation

• Support and maintain documentation necessary for compliance and audits (i.e. ISO, AS9100, or customer-specific requirements)
• Ensure proper management, filing and retention of required documentation (i.e. certs, material traceability, and job records)

6. Office Operations

• Manage office supplies, systems, and general administrative needs
• Handle HR-related administrative tasks (onboarding paperwork, etc.)
• Maintain organized filing systems (digital and physical)
• Serve as the main point of contact for the shops I.T. needs and troubleshooting

Qualifications

• 3–7 years of experience in an office management or administrative role (manufacturing preferred)
• Experience with ERP systems (i.e., JobBOSS, E2, ProShop, or similar)
• Strong understanding of basic accounting principles (AP/AR, invoicing, payroll support)
• Proficiency in Microsoft Excel and general office software
• Ability to read and interpret basic manufacturing documents (purchase orders, job travelers, blueprints a plus)

Key Traits for Success

• Highly organized and detail-oriented
• Strong communicator who can bridge office and shop floor
• Proactive problem solver (doesn’t wait for issues to escalate)
• Comfortable working in a small team where roles may overlap
• Ability to prioritize in a fast-moving, deadline-driven environment

Reporting Structure

• Reports to: Shop President

• Works closely with: Site Leadership, Employees, Customers, and Vendors Bottom of Form

You should be proficient in:

• Cost Accounting
• Human Resources
• Workers’ Compensation
• Accounts Payable (AP)
• Accounts Receivable (AR)
• Bank Reconciliation
• Family and Medical Leave Act (FMLA)
• Basic Computer Skills