Job Title: Office Manager
Job Description

The Office Manager will perform a diverse array of clerical and production-related duties to ensure the production side of the business runs efficiently. The ideal candidate will work collaboratively with co-workers, vendors, clients, and contractors while 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 computers, printers, and scanners.Demonstrate proficiency in Microsoft Word, Excel, and Outlook, including creating, editing, formatting, and printing documents, managing spreadsheets, scheduling appointments, and writing professional emails.Exhibit advanced working knowledge of QuickBooks, including creating invoices, data entry, and inventory management.Work with Warehouse Manager to update and maintain company inventory.Perform all skills required of the Admin Assistant and train the Admin Assistant to ensure continuity in the absence of the Production Manager.Provide third-level customer service for phone calls and emails.Check in technicians each morning and monitor time in QuickTime, approving time and ensuring accurate coding and notes.Import QuickTime data into QuickBooks each morning and create net zero paychecks.Collect daily paperwork from production employees for payroll processing bi-weekly.Calculate sales commissions bi-weekly and produce reports for payroll processing.Create anniversary sheets for production employees and distribute to Foreman.Recruit new employees, review applications, conduct interviews, and onboard new hires.Manage company’s use of subcontractors, ensuring legal compliance and insurance certification.Assist Warehouse Manager with inventory management.Create and approve invoices before sending to customers.Administer worker’s compensation claims and OSHA 300 reporting.Assist Production Assistant with warranty calls and customer complaints.Match packing slips to invoices to ensure proper billing.Oversee and process A/R payments and follow up on customer satisfaction.Make A/R collection calls and prepare weekly reports for the President.Attend weekly managers' meetings and provide updates on follow-up items.Attend production meetings and create written SOPs for job duties.Schedule, dispatch, and invoice service calls, alternating monthly on-call duties with the Production Assistant.Perform physical tasks such as standing, sitting, talking, hearing, reaching, stooping, kneeling, and lifting items up to 40 pounds.Essential Skills3-5+ years as an Office Manager in a mechanical contractor or similar industry preferred.Good people skills and customer service.QuickBooks experience is a must.Proficiency in Microsoft Office.Basic AP/AR oversight and payment processing.Additional Skills & QualificationsEffective verbal and written communication.Friendly demeanor and strong interpersonal skills.Composure and resilience in all situations.Ability to work independently and collaboratively.Adaptability to company procedures and acceptance of constructive criticism.Work Environment

Office environment with reporting to the Operations Manager and owner. The hours are Monday to Friday, 7:00 AM to 3:30 PM. Dress code is business casual. The Office Manager will oversee 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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