Office Manager / Bookkeeper

Job Description

Job Description

Position Summary

Private Company is seeking an experienced, highly organized Office Manager / Bookkeeper to support the day-to-day administrative, financial, and operational needs of our growing advanced manufacturing business.

This is a hands-on role for someone who is comfortable wearing multiple hats. The ideal candidate will have strong QuickBooks experience , understand bookkeeping and general business operations, and be able to support areas including shipping and receiving, purchasing, inventory, ERP systems, documentation, and quality-related administrative processes.

We are looking for someone who can take ownership of office operations, keep information organized and accurate, and work effectively across accounting, production, management, customers, and vendors.

Responsibilities

• Manage day-to-day bookkeeping and accounting support using QuickBooks
• Process accounts payable and accounts receivable
• Prepare invoices, record payments, reconcile accounts, and maintain accurate financial records
• Assist management with financial reports, expense tracking, purchasing, and general business administration
• Coordinate shipping and receiving , including preparing shipping documents, tracking shipments, and communicating with carriers and vendors
• Maintain purchasing, inventory, customer, vendor, and operational records
• Enter and maintain accurate information within the company's ERP system
• Assist with purchase orders, work orders, inventory transactions, and related documentation
• Support quality documentation, recordkeeping, and established quality procedures
• Maintain organized electronic and physical business records
• Coordinate office supplies, vendors, and general facility needs
• Assist leadership with administrative projects and operational priorities
• Communicate professionally with customers, suppliers, shipping partners, and internal employees
• Identify opportunities to improve administrative processes and overall office efficiency
• Perform additional administrative and business operations duties as needed

Qualifications

• Previous experience in office management, bookkeeping, business administration, or a similar role
• Strong working knowledge of QuickBooks required
• Previous ERP system experience required
• Experience with accounts payable, accounts receivable, invoicing, and account reconciliation
• Experience supporting shipping and receiving
• Strong Microsoft Office and general computer skills
• Excellent organizational skills and attention to detail
• Ability to manage multiple priorities in a fast-paced, hands-on environment
• Strong written and verbal communication skills
• Ability to work independently and take ownership of responsibilities
• High level of professionalism, discretion, and reliability

Preferred Qualifications

• Experience working in a manufacturing, engineering, industrial, or technical environment
• Experience with inventory management, purchasing, or supply-chain administration
• Familiarity with quality systems, quality documentation, or ISO-related processes
• Experience supporting a small or growing business where responsibilities cross multiple functions

About Private Company

Private Company is an advanced materials and manufacturing company developing and producing patented specialty coatings for electrochemical systems, including fuel cells, electrolyzers, and flow batteries. Our team works at the intersection of materials science, engineering, manufacturing, and the rapidly growing clean-energy industry.

This is an opportunity to join a growing organization where your work will have a direct impact on daily operations and the continued growth of the business.