Job Title: Office Manager
Job Description

The Office Manager will perform a diverse array of clerical and production-related duties, working closely with others to ensure the production side of the business runs efficiently. The ideal candidate will work collaboratively with co-workers, vendors, clients, and contractors in a professional manner while contributing to and maintaining a positive company culture and profitability.

ResponsibilitiesMaintain efficient flow of information for the production team in handling day-to-day duties.Operate small office equipment such as personal computer, printer, and scanner.Demonstrate proficiency in Microsoft Word, Excel, and Outlook, including creating, managing, formatting, and printing documents, spreadsheets, and email correspondence.Possess advanced working knowledge of QuickBooks, including creating invoices, data entry, and inventory management.Work with Warehouse Manager to update and maintain company inventory.Train the Admin Assistant to ensure continuity in the absence of the Production Manager.Provide third level of customer service for phone calls and emails.Check in technicians and monitor their time in QuickTime, approve time tracking for accuracy.Import QuickTime data into QuickBooks each morning.Create net zero paychecks each morning.Collect and check daily paperwork from production employees for payroll processing.Calculate sales commissions bi-weekly and submit for payroll processing.Create and distribute anniversary sheets for production employees.Conduct new employee recruitment, including reviewing applications, conducting interviews, and onboarding new hires.Manage company’s use of subcontractors, ensuring legal compliance and adherence to company policies.Assist Production Assistant with warranty calls and customer complaints.Match packing slips from Warehouse Manager to invoices for accurate billing.Oversee and process payments in the absence of or to assist the Production Assistant.Conduct customer satisfaction follow-up calls and request Google reviews.Attend weekly managers’ and production meetings, providing updates and creating written SOPs.Schedule, dispatch, and invoice service calls, alternating monthly calls with the Production Assistant.Perform duties requiring standing, sitting, talking, hearing, reaching, stooping, kneeling, and using hands and fingers to operate office equipment. Occasionally lift items up to 40 pounds.Essential Skills3-5+ years of experience as an Office Manager, preferably in a mechanical contractor or similar industry.Proficiency in Microsoft Office.Strong QuickBooks experience.Good people skills and customer service.Basic accounts payable/accounts receivable oversight and payment processing.Additional Skills & QualificationsEffective verbal and written communication skills.Friendly demeanor and strong interpersonal skills.Ability to work independently, multi-task, and collaborate in a team environment.Adaptability to company procedures and receptiveness to constructive criticism.Work Environment

Office environment with business casual dress code. Reporting to the Operations Manager and owner. Work hours are Monday to Friday, 7:00 AM to 3:30 PM. Managing an office team of about 2-3 people.

Pay and Benefits

The pay range for this position is $24.00 - $36.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Allentown,PA.

Application Deadline

This position is anticipated to close on Feb 21, 2025.

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\n \n About Aston Carter:\n

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

\n Diversity, Equity & Inclusion\n

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

\n Hiring diverse talent\n Maintaining an inclusive environment through persistent self-reflection\n Building a culture of care, engagement, and recognition with clear outcomes\n Ensuring growth opportunities for our people\n

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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