Office Manager

Position Overview:

The Office Manager is a key leadership role responsible for overseeing and harmonizing administrative, financial, HR, purchasing, and compliance functions across affiliated companies. Based at the Tiffin, Ohio headquarters, the Office Manager ensures efficient operations, consistent quality documentation, and inter-company coordination. This role is critical to supporting executive leadership and maintaining the systems and structure necessary for growth, compliance, and operational excellence.

Key Responsibilities:

Administrative & Operational Oversight

• Lead day-to-day office functions including scheduling, internal communication, supply chain coordination, and office systems across all affiliated companies.
• Establish and maintain standardized administrative procedures to improve efficiency and communication company-wide.
• Coordinate company-wide and interdepartmental meetings, maintaining visibility and alignment across all business units.

Financial & Purchasing Management

• Supervise and support purchasing personnel and processes across all companies.
• Oversee accounting-related tasks such as invoice approval, expense tracking, and job costing coordination in alignment with the CFO and accounting team.
• Ensure accuracy and integrity in ERP records and financial workflows.

Sales Order Entry & Customer Invoicing

• Oversee accurate and timely entry of customer sales orders into the ERP system (e.g., M1), ensuring alignment with quotes and production schedules.
• Coordinate the generation and delivery of customer invoices, managing billing cycles and addressing discrepancies promptly.
• Support internal teams by monitoring order status, lead times, and invoicing accuracy to improve customer satisfaction and cash flow.

Human Resources Support

• Administer HR functions including onboarding, employee record-keeping, time tracking, and coordination of benefits and policy documentation.
• Serve as a resource for employee policy questions and routine HR support.

ISO & Quality System Support

• Coordinate and maintain ISO 9001 quality management documentation across affiliated companies.
• Manage document control processes, including print revision tracking, audit preparation, and support of quality initiatives.
• Work closely with project managers, engineers, and shop supervisors to ensure compliance with quality documentation requirements.

Leadership & Culture

• Provide direct supervision and mentorship to administrative staff across all entities.
• Promote team cohesion, accountability, and a culture of continuous improvement and professionalism.
• Act as a liaison between executive leadership and company departments to align strategy with day-to-day operations.

Qualifications:

Required:

• Proven experience in office management, purchasing, or operations in a multi-entity or fast-paced environment.
• Strong leadership, communication, and organizational skills.
• Proficiency in Microsoft Office, ERP software (e.g., M1), and modern office systems.
• Familiarity with accounting workflows, purchasing processes, and sales order systems.
• High attention to detail, discretion with confidential information, and the ability to prioritize across competing deadlines.

Preferred:

• Experience supporting ISO 9001 systems and document control.
• Familiarity with the manufacturing, engineering, or industrial sectors.
• Associate’s or Bachelor’s degree in Business Administration, Operations Management, or related field.

Working Conditions:

• This is an on-site position located at the Tiffin, Ohio headquarters.
• Occasional extended hours may be required during audits, implementations, or cross-company initiatives.