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Assistant Office Manager
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Position Summary:
We are seeking a driven, detail-oriented Assistant Office Manager to join our team with a defined path toward taking over the full Office Manager role. This is a unique opportunity to work side-by-side with our current, long-tenured Office Manager to learn about the systems, processes, and relationships that keep our office and customer operations running smoothly. You will play a critical role in daily operations while gradually assuming expanded responsibilities to ensure continuity and future leadership.
Key Responsibilities:
- Support and coordinate day-to-day activities of front office staff to ensure consistent, high-quality operations.
- Serve as a point of contact for client communications; handle inquiries, returns, and service escalations professionally.
- Oversee accounts payable and accounts receivable: supervise the bookkeeper; ensure timely, accurate billing, collections, vendor payments, and monthly reconciliation.
- Manage outbound logistics operations: oversee staff responsible for scheduling freight and coordinating all customer shipments.
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Work closely with the current Office Manager to learn and eventually assume core responsibilities, including:
- Oversight of internal administrative processes
- Customer account management
- Office documentation and recordkeeping
- Cross-departmental coordination with operations and production teams
- Monitor active orders/projects to identify issues, risks, and opportunities early; align client expectations with internal capabilities.
- Ensure processes are followed and quality standards are met to support efficiency and profitability.
- Assist with onboarding, training, and day-to-day guidance of office staff as needed.
- Maintain organized office records and support compliance requirements.
- Develop a deep understanding of our ERP (Epicor) and related workflows; recommend and support continuous process improvements.
Qualifications:
- 5+ years in office administration, customer service leadership, or operations coordination (manufacturing environment preferred).
- Strong proficiency in Microsoft Office with excellent Excel skills (lookups, pivot tables, data cleanup).
- ERP experience preferred; Epicor familiarity is a plus.
- Excellent verbal and written communication skills; able to build strong relationships internally and externally.
- Highly organized and detail-oriented; able to prioritize, multitask, and meet deadlines in a fast-paced environment.
- Demonstrated initiative and ability to work with minimal supervision.
- High integrity and discretion handling sensitive financial information (AP/AR).
Core Competencies:
- Ownership & Follow-Through — takes responsibility and drives tasks to completion.
- Communication & Service Orientation — sets clear expectations and resolves issues with tact and urgency.
- Planning & Organization — prioritizes effectively and allocates resources wisely.
- Delegation & Teamwork — empowers others, provides direction, and checks for understanding.
- Ethics & Integrity — acts consistently with company values and maintains confidentiality.
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