Office Manager

2 weeks ago

Eagan, United States ChemStation Minnesota Full time

ChemStation is a manufacturer of industrial cleaning and food processing chemicals with a unique system of delivery into refillable containers. The ChemStation system offers the advantages of custom-formulated chemicals and the green-friendly refillable containers. Over fifty-five ChemStation Manufacturing Centers are located across the US, and we are rapidly expanding. Our goal is to serve the needs of companies looking for effective solutions to their cleaning and sanitation challenges. The ChemStation Minneapolis office is located in Eagan, MN, and services customers all over the Greater Minneapolis area. We are experiencing impressive growth and are looking for an individual who would like to be a part of our team.


The Office Manager, under the direction of the General Manager of ChemStation Minneapolis will coordinate the day to day operations for Eagan office. This includes but is not limited to the following tasks:


Accounts Payable and Accounts Receivable for the ChemStation office. Responsible for all A/P and A/R related functions. Generate and balance month-end accounting reports for ChemStation. Maintain and update customer and vendor files. Responsible for generating commission reports for all sales representatives.


Collections: This individual will handle all Collections duties for the Philadelphia office.


Customer Service: Responsible for general correspondence, answering incoming phone calls, and ensuring customer requests are completed.


General Manager Support: Maintain and update all month-end reports used to evaluate sales performance and operations efficiency. Responsible for some travel arrangements for General Manager.


Sales Support: Coordinate group and individual sales meetings for the office. Work with sales reps to meet the needs of customers, including administrative tasks, maintaining information for customer files, maintaining marketing material, corresponding with customers on billing related issues. Responsible for processing employee monthly expense reports.


Operations Support: Act as secondary point of contact for all Operations related issues, under the direction of the Operations Manager. Assist in organizing incoming service requests and all new customer installs. Act as liaison between sales and operations teams to ensure organized workflow. Responsible for maintenance of all Operations related compliance files. Responsible for entering all inventory and production reports. Assist Operations Manager as needed on preparing schedule for daily deliveries. Upload and maintain CDL driver qualification files within company compliance database.


Marketing: Develop and maintain custom signage and labeling for ChemStation products at customer sites. Work with Marketing Department as needed on presentations and similar projects.


HR: Responsible for maintaining HR files for all active employees. Generate offer letters with General Manager. Maintain employee training files.


Office Duties: Organize meetings and secure office events.  Communicate with building management for maintenance related issues, etc. Ensure office-related inventory is properly stocked. 

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