Office Manager

We are looking for an Office Manager that is flexible, can multi-task and has experience working in a small office setting. They will be responsible for coordination and management of all office related activities while working closely with the President to make sure customers are serviced and projects are completed in a cost efficient, timely manner.

Responsibilities:

• Responsible for all office activities including (but not limited to) office phone system, internet, webhosting and cell phone contracts, property maintenance, coordination with IT company for support, and employee functions.
• Payroll, International and domestic Wire transfers, Bank deposits, Cash Flow Management, Auto Asset Management
• Human resource responsibilities include (but not limited to) new hire reporting, medical and IRA benefits coordination, automotive insurance, workers compensation safety training.401K Management.
• City, State & Federal Government Entity Reporting & Account Manafement
• Support President with daily correspondence, meetings and travel arrangements.
• Support President with customer inquiries including quote preparation, order entry, shipments and invoicing. Collect and post accounts receivables. Entry of machine orders and preparation of order confirmations and progress invoicing to customer. Monitor and follow up of outstanding receivables.
• Preparation of UPS/FedEx shipments and international shipping documentation. Will work together with freight forwarders for local LTL and international shipments. Organization of riggers for heavy machinery loading and unloading and transportation to/from customers/trade shows.
• Answering and directing phone calls and ordering office supplies.
• Travel arrangements for technicians.
• Work with German marketing department on an as needed basis for newsletters and marketing materials needed for events.
• Collecting and reviewing employee monthly expense reports/receipts.
• Complete credit application forms and new vendor forms for customers as required (W9’s). Monitor supplier certificates of liability insurance are kept up to date.

Required Experience:

• Min. 5 years Office Management experience required.
• Human Resource experience with benefits administration and employee records maintenance preferred.
• Logistics experience with domestic and international preferred.
• German language skills a plus.
• Working knowledge of Microsoft Word, Excel, Outlook, and Access.
• QuickBooks experience required.