Office Manager

maintainingPosition Summary

The Office Manager supports smooth day-to-day administrative operations across Terra Drive Systems by managing communication flow, maintaining documentation, coordinating schedules, and ensuring timely follow-through on critical administrative, HR, and reporting tasks. This role requires strong organization, attention to detail, and the ability to collaborate with multiple departments (HR, Finance, Production, Sales, and Engineering).

Key Responsibilities

1. Front Office & Communication Support

• Answer, screen, and direct incoming phone calls to the appropriate departments.
• Serve as the first point of contact for general inquiries and visitor coordination.
• Maintain a professional and organized front-office presence.

2. Scheduling, Tracking & Coordination

• Collect and consolidate employee vacation, sick-leave, and time-off schedules (until fully transitioned into ADP).
• Maintain calendars, reminders, and department-specific recurring tasks.
• Assist with meeting preparation, scheduling, and follow-up communication.

3. Document, Data & Reporting Support

• Perform PowerPoint editing: formatting, spell check, alignment, layout cleanup, and inserting graphics (not responsible for content creation).
• Assist Sales by Update and maintaining OEM Volume History Sheets.
• Support weekly financial summary updates—requires intermediate Excel skills to update formulas, pull-forward data, and maintain accurate reports.
• Assist departments with document formatting, file organization, and template standardization.

4. HR & Safety Administrative Support

• Act as first-line support for workplace injuries.
• Ensure required incident forms are completed and submitted within 24 hours.
• Maintain compliance documentation and follow-up reminders.
• Filing and archiving quarterly and annual HR documents.
• Data entry for new hires, terminations, and compliance tasks.
• Office IT tickets (basic troubleshooting, submitting requests, tracking closures).

5. Office & Facility Administration

• Manage office supply inventory, reorder schedules, coffee and breakroom supplies, postage machine updates, mailing needs, and general office upkeep.
• Maintain vendor accounts related to office services.
• Coordinate with facilities/maintenance for small office-area repairs or requests.

6. Cross-Department Support

• Provide project-based administrative support to Sales, HR, Procurement, Engineering, and Production as needed.
• Assist with:
• Monthly/quarterly filing cycles
• Document cloud migration (ADP)
• File structure organization (X-Drive → SharePoint/ADP)
• Pulling basic AX data exports

7. Administrative Process Improvement

• Help streamline and standardize recurring administrative processes.
• Identify gaps in documentation and support the creation of checklists, SOPs, and templates.
• Maintain central directories for company documents, safety forms, PTO calendars, and project files.

Skills & Qualifications

Required

• 2+ years in administrative, office management, or coordinator roles
• Strong written and verbal communication
• Intermediate Excel skills (formulas, LOOKUP/basic troubleshooting)
• Proficiency with Microsoft Office
• Ability to multi-task and work with multiple departments
• Strong attention to detail and task follow-through

Preferred

• Experience with AX, ADP, or similar systems
• Manufacturing or engineering office experience
• Familiarity with safety reporting requirements
• Prior support experience in HR or operations

Success Looks Like

• PTO and leave schedules are always up-to-date and accurate.
• PowerPoints and reports remain consistent, correctly formatted, and professional.
• Safety incident forms are never late; documentation is always complete.
• OEM volume history sheets and booking summaries are consistently accurate and updated on time.
• Office supplies, mail processes, and administrative workflows run smoothly and without interruption.
• Managers feel supported and less burdened by repetitive or low-value admin tasks.

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee assistance program
• Employee discount
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Referral program
• Retirement plan
• Vision insurance

Work Location: In person