Office Manager

Our people are the heart of our business. As the world’s largest provider of thermal processing services, Bodycote employs thousands of highly skilled staff around the globe, some of the best engineers, scientists, and technicians in the industry. Come join our team!

Due to the nature of our business and a heavy industrial market, Bodycote deems this position to be safety-sensitive.

Summary: The Office Manager is responsible for the administrative, financial, human resources, and customer interaction tasks for the plant in partnership with the Shared Services office and local management. Must possess the ability to manage multiple projects and meet various deadlines in a busy office environment. Participate as a business partner to the plant, giving guidance and direction to the plant management team with relation to accounting, administration, and human resources in line with the authority matrix.

Essential Job Functions (Duties & Responsibilities)

Human Resources

• Manage and organize employee files (i.e. personnel, medical, and confidential files).
• Ensure planning, monitoring, and appraisal of employee work performance. Guide managers with regards to the disciplinary process, scheduling management meeting with employees, resolving employee grievances, counselling employees, and leadership.
• Responsible for all in house human resources duties such as: initiating the recruitment of hourly hires, on-boarding, orientation, terminations, training and benefits including open enrolment, leave of absence, workers compensation management, employee inquiries, etc. Ensure that appropriate documentation is forwarded to either Regional Human Resources Business Partners or Employee Services.
• Ensure accurate and timely processing of all required HR forms, including new hires, temporary workers, transfers, promotions, leave of absence, and terminations.
• Partner with human resources to comply with applicable federal and state regulations, Company policies, conducting investigations, and maintaining records.
  
  

Payroll

• Responsible for timely and accurate submission of weekly employee time records via payroll system to Employee Services. Review ADP for missed punches and alignment with labor plan - manage attendance. This includes managing and tracking Paid Time Off (PTO), holiday pay, bereavement, jury duty, and other types of leave.
• May have access to compensation information of other employees or applicants and as such, cannot disclose the pay of other employees or applicants to other individuals.
  
  

Order to Payment

• Support accounts receivables with the centralized Shared Services Team. The Office Manager provides information as needed to the central Account Receivables (AR) Shared Services team, and manages days’ sales outstanding.
• The Office Manager acts as an essential point of contact with high-risk customers and/or hard-to-collect situations. Assists Shared Services, when requested, to resolve collections. Responsible for preparing credit memos with supporting documentation and obtaining the necessary approvals in accordance with the authority matrix.
• Completion and submission of new customer setup forms to the Centralized Shared Services Team.
• Responsible for daily and accurate invoicing of shipped products and submission of supporting data to AR.
  
  

Procure to Pay

• Partnered with the plant management team to create and submit purchase orders (PO) in the ERP system for ordering goods and services and validating budget limitations and account allocation.
• Uploading Accounts Payables batches.
• Responsible for raising purchase orders with correct coding and verifying that they get through the workflow. Enter receipt of goods and batches vendor invoices to Shared Services in a timely manner.
• Completes new vendor and customer forms, obtains all required paperwork and appropriate approval before sending to Shared Services.
  
  

Month-End Reporting

• Responsible for accurate and timely submission of all month-end reports as designated by the Regional Controller, Shared Services, and HR.
• Responsible for compilation and completion of month-end reports (such as PIS report, Month-end Pack (AX plants), electricity and natural gas meter readings and Shipped Not Invoiced report).
• This position is responsible for the accurate reporting of accounting daily, weekly, and month end numbers in partnership with the General Manager, Shared Services, and local Senior Leadership, and as such will perform duties in a fiscally responsible manner.
• Update Corporate Cadence with Sales and Aging Reports. Perform sales reconciliations on a weekly and monthly basis.
  
  

General

• Supervises front office staff as appropriate. Responsible for timely and accurate support of all regional initiatives, information requests, and back-up assistance.
• Answer telephones, process mail, and lead day to day management of the office.
• May be required to assist with order entry of customer orders.
• Assist the management team with customer quotes, pricing, and capital expenditures.
• Manage contractor services such as lawn care, snow removal, and other building maintenance services.
• Organize employee events (i.e, company meetings and holiday parties).
• Completes other duties as assigned by the General Manager and Controller.
• Assist in the facilitation of multi-disciplined audits including but not limited to customer Quality audits, ISO, AS9100, NADCAP, and Safety.
• Submit expense reports through Concur on a monthly basis for Wells Fargo plant expenses as needed.
• Supports the proper execution of ITAR-related plant procedures.
• Perform other tasks as assigned or dictated by position.
  
  

Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• This position must satisfy ITAR compliance requirements, therefore, candidates must be U.S. Citizens or Permanent Resident Card holders.
• Education: Two-year associate degree or equivalent experience preferred.
• Experience Necessary: Five years general office, accounting and finance acumen. Two years of HR experience or transferrable skills.
• Familiar with applicable employment laws. Must possess or acquire extensive knowledge of Bodycote policies, practices, and procedures. Proficient in ERP and database systems.
• Experience with ERP and database systems.
• Language Skills: Must be able to communicate effectively orally and in writing in English.
• Physical Demands: Must be able to sit for prolonged periods of time.
• Work Environment: General office environment, with infrequent exposure to an industrial environment where heat, cold, noise, dust, humidity, etc. may be present.
• Must possess supervisory skills and be able to effectively direct and prioritize the work of others.
• High proficiency with Microsoft Office Excel, Word, Outlook, etc.
• Although directly reporting to the General Manager, one must be comfortable functioning in an organization with strong dotted line reporting to accounting, finance, and HR.
• Ability to function as an effective team member through good communication and cooperation to meet plant goals.
• Strong organizational and interpersonal skills; Must have excellent multi-tasking skills and ability to prioritize workflow.
• Ability to guide, lead, and direct employee relation activities and communication meetings on all shifts.
  
  

Physical & Mental Demands: The following physical and mental demands consist of, but are not limited to, the following:

• Must be able to work in a sitting and/or standing position for extended periods in an office/or industrial environment.
• Manual dexterity to perform data entry functions.
• Ability to bend, pull, stoop, and reach to perform functions.
• Ability to lift up to 35 lbs.
• May be exposed to heat, fumes, noise, humidity, etc.
• Must have the cognitive and mental capacity to perform essential job functions.
• Must be able to communicate effectively orally and in writing.
• Visual acuity to read documents, computer screens, files, etc.
• Ability to hear in person and via phone.
  
  

The statements herein are intended to describe the general nature and levels of the work performed by employees, but are not a complete list of responsibilities, duties, and skills required of personnel so classified. Furthermore, the job description does not constitute a written or implied contract for employment. Bodycote reserves the right to revise or change job duties and responsibilities as the need arises.

Bodycote is an Equal Opportunity Employer and does not discriminate against current and prospective employees based on race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age for individuals over forty years of age, military and veteran status, sexual orientation, or any other basis protected by applicable federal, state and local laws

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