Office Manager

2 weeks ago

Carol Stream, Illinois, United States NFI Industries Full time

Overview:


The
Office Manager directs, administers, manages and supports all aspects of the administrative and customer service functions as well as supports Operations Management in their area of responsibility.

Typically supports 3-4 customer accounts or one large account, supervises a small CSR team and reports to the General Manager.


Responsibilities:

  • Supervises Administrative/CSR staff on a daytoday basis, typically no more than 3 employees.
  • Ensures that data entry is accurate through training and audit of administrative staff's production.
  • Communicates closely with customer service staff to ensure the maintenance of a high level of customer satisfaction through open communications with the customers, operations and senior management.
  • Identifies areas of opportunity for improvement to processes by review of SOPs.
  • Distribute procedures and ensures proper training for appropriate personnel after initial account procedures have been identified.
  • Directs all accounts payable activities including purchase requisition process and payable voucher process in accordance with corporate issued standards.
  • Coordinates accounts receivable activities with Corporate Accounts Receivable Department. This will include receivable collection efforts and review of billing issues/errors
  • Ensures that weekend and month end closings are complete. This will include the training of a backup person responsible for same.
  • Responsible for the accuracy, submission and timely reporting of productivity.
  • Produces month end accounting reports and Flash within time limit as set forth by accounting deliverables schedule.
  • Produces P&L review report
  • Ensure crosstraining of administrative personnel on monthly reports.
  • Assists in corporate and facility manual audits to ensure facility compliance.
  • Coordinates end of month efforts to ensure transactional and accessorial billings are completed accurately.
  • Produces weekly Flash and Accounts Receivable Interface.
  • Directs all payroll preparation efforts and assures that payroll checks are accurate and on time. This includes adherence to Payroll policy.
  • Maintains all payroll records in a confidential and organized manner.
  • Will assist in write up on progressive discipline documentation regarding some basic policy violations for management personnel.
  • Responsible for HR administrative functions such as entering wage changes, termination process, collecting new employee data, PTO tracking and processing progressive discipline forms.
  • Conducts exit process for administrative and hourly staff (where applicable).
  • Audits and ensures that proper back up is maintained for customer inventory and billing transactions.
  • Ensures that back up and transactional documents are achieved properly and an organized record of items in storage is maintained.
  • Audits weekly activity records to ensure accurate daily statistics are produced.
  • Coordinates the distribution of corporate materials as necessary.
  • Assists General Manager in the development of vacation schedules, work schedules and annual review schedules.
  • Ensure that a backup of the WMS is completed (if required) and taken off site daily.
  • Identifies areas of opportunity for improvement to processes by review of SOPs.
  • Ensures that proper levels of required supplies are maintained.
  • Ensures that mail is handled in an expedited manner.
  • Ensure that telecommunications equipment is maintained.
  • Ensures that security policy for visitors is handled properly sign in followed, badges issued and collected upon sign out.
  • Ensures that data entry is accurate.
  • Performs duties or projects as needed by the General Manager.

Qualifications:

  • High School Diploma required, Associates Degree preferred
  • At least 5+ years of Manager/Supervision experience.
  • Experience in Distribution/fulfillment center, preferred
  • Must work within confidentiality nature of role
  • KRONOS, payroll system experience
  • Human resources experience preferred.
  • Must be flexible in adapting to changing environments
  • Excellent analytical and mathematical skills.
  • Excellent oral and written communication skills.
  • Bilingual (Spanish) is preferred, not required.
  • Ability and availability to work irregular or extended hours including nights, weekends and holidays as needed by the customer.
  • Must be able to stand/walk for up to 1012 hours.
  • Lift and move up to 50 pounds.
  • Regular bending, lifting, stretching and reaching both below the waist and above the head.
  • Walking in the facility and around area with great frequency; facilities are over a quarter mile in length
  • Should be able to work in environments with variable noise levels, lighting conditions and temperature variation and able to access all areas of building without limitations.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities
The contractor will not discharge or in any other manner discriminate against employees or applicants because the

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