Administrative Operations Coordinator

Lewis and Clark Capital, a prominent Private Equity firm, is seeking an experienced Office Manager for one of its portfolio companies. This role is crucial in providing dependable support for all facets of office management. We are in search of an individual with exceptional organizational capabilities and a friendly demeanor to help us thrive as we advance into our next growth phase.

The current operation focuses on a manufacturing facility with ample capacity for expansion. This company specializes in contract manufacturing of liquid, crème, lotion, and paste chemical formulations, catering to various sectors including OTC, personal care, household chemicals, automotive appearance, and industrial applications.

• Minimum of 5 years of experience in office management.
• Proficient in accounting software and advanced Excel skills.
• Excellent time-management and interpersonal skills, with a high degree of adaptability and multitasking ability.
• Strong proficiency in office applications and a quick learner of new software and systems.
• Ability to uphold confidentiality regarding company information.
• Demonstrated success in a fast-paced environment, with the ability to switch between tasks efficiently.
• Must be proactive, meticulous, disciplined, and possess a strong sense of ownership and accountability.
• Availability to work on-site, Monday through Friday.

• Bachelor's degree in a relevant field.
• Bilingual capabilities, particularly in Spanish, are advantageous.

Accounting

• Oversee and manage daily cash flow operations through accurate and timely processing of Accounts Payable and Accounts Receivable.
• Complete all month-end tasks, including bank statement reconciliations, general ledger postings, error corrections, and distribution of financial statements.
• Collaborate with external accounting firms for year-end statement closures.
• Monitor monthly budgets and provide updates to ensure compliance with budgetary constraints.
• Participate in the Quality Improvement board to assess Facility and Product Improvement Projects, providing financial evaluations of proposed initiatives.
• Extract payroll reports from HRIS and perform GL entries.

Human Resources

• Manage all aspects of full-time hiring, including interviewing, onboarding, training, performance evaluations, and disciplinary actions.
• Coordinate new-hire processes, including employee orientation, file creation, and administration of employee handbooks.
• Maintain employee records, including insurance coverage and transaction histories such as hires, promotions, and terminations.
• Update payroll records by reviewing and approving changes in withholdings and benefits.
• Ensure compliance with all payroll-related documentation required by governmental agencies.
• Monitor quarterly tax filings and maintain Workman's Compensation records.
• Administer benefits programs, including insurances, 401K, Cobra, HSA, and FSA programs.
• Assist employees with benefits inquiries and ensure timely enrollment and changes, adhering to all employment laws.
• Oversee employee drug testing requirements.

General Office

• Manage external IT support, including hardware procurement, software implementation, and office equipment maintenance.
• Oversee company insurance policies, including Property and Casualty, Workman's Compensation, and Liability.
• Ensure compliance with CDL licensing requirements.
• Verify pricing and production quantities by comparing customer orders to sales quotes, ensuring accurate order processing.
• Provide work orders to Production Specialists for scheduling and manage open orders status reports.
• Oversee all contractor relationships.
• Participate in sales meetings, quality control meetings, and improvement project discussions.