Office Manager - Administration & Operations

Job Description

Job Description

Benefits:

• 401(k)
• 401(k) matching
• Competitive salary
• Health insurance
• Paid time off
• Vision insurance

KAAST Machine Tools is a leading manufacturer and distributor of high-quality machine tools and fabrication equipment across North America. We are experiencing rapid growth, with headquarters and a warehouse in the Philadelphia area, a second location in Chicago, and additional expansion planned.

Position Overview:
We are seeking an experienced and highly organized Office Manager to oversee daily office operations, support staff, and ensure efficient administrative processes. This role requires someone who is proactive, adaptable, and capable of managing multiple priorities in a fast-paced environment.

You will work closely with senior management, including regional sales managers and the service manager, playing a key role in maintaining organization and streamlining business processes. The ideal candidate is confident, capable, and focused on keeping operations running smoothly.

Key Responsibilities:

• Oversee daily office operations and administrative processes
• Supervise and support administrative staff
• Act as the main point of contact for vendors, contractors, and factories, coordinating equipment orders and deliveries
• Maintain office systems, records, and filing, including CRM and internal systems
• Assist with bookkeeping and financial reporting (QuickBooks)
• Support HR-related tasks, including onboarding, record-keeping, and policy administration
• Handle sales invoicing and payments, and oversee delivery and installation scheduling
• Communicate with internal teams and customers to ensure smooth operations
• Coordinate administrative aspects of company events and trade shows

Qualifications:

• 3+ years of experience in office management or similar administrative leadership role
• Strong leadership, communication, and organizational skills
• Proficiency in Microsoft Office (Word, Excel, Outlook)
• Experience with CRM systems (SuiteCRM or similar preferred)
• Experience with QuickBooks
• Ability to multitask and prioritize effectively in a fast-paced environment
• Professional, positive attitude with strong problem-solving skills

What Were Looking For:
A dependable, proactive individual who takes ownership of office operations and supports the team effectively. The ideal candidate is detail-oriented, resourceful, and capable of managing multiple responsibilities while maintaining a positive, solutions-oriented approach.

Pay: Compensation is flexible and will be tailored to the experience, skills, and overall value the candidate brings to the role.