Office Manager (Administration/Human Resources/Finance)

Job Description

Position Summary:

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• Reporting to the President, the purpose of this hands-on role is to provide finance, human resources, and general administrative support to our client company, a manufacturer and importer of food ingredients and food products from overseas. This is a hybrid role, with an expectation of working a minimum of three days per week at the company’s offices in Warren NJ.
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• This job is chiefly concerned with management accountancy (not day-to-day bookkeeping), commercial support, and all administrative and Human Resources (HR) functions.
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Primary Duties and Responsibilities:

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Cash Flow and Treasury

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• Monitor bank balances and customer receipts.
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• Schedule supplier and intercompany payments.
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• Manage short-term cash requirements and maintain a forward cash forecast.
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• Explain changes and funding needs to the President and coordinate with Corporate Finance.
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Accounts Payable and Expenses

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• Review supplier invoices and payment runs.
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• Approve within delegated authority and obtain other required approvals.
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• Resolve discrepancies and supplier queries.
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• Manage intercompany payables and prepayments, company card expenses and employee claims.
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Accounts Receivable

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• Review overdue debtor reports and incoming receipts.
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• Work with the sales team on customer payment queries and collection follow-up.
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• Escalate overdue balances and their effect on cash requirements.
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Budgeting, Forecasting and Business Support

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• Support the US annual budget process.
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• Update expense forecasts, assess local business risks and model scenarios with the President and Corporate Finance.
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• Review reports, explain variances and respond to ad hoc financial questions.
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Payroll and HR Administration

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• Co-ordinate payroll processing and review payroll inputs and outputs with the provider.
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• Administer approved salary changes, bonuses, allowances, deductions and severance payments.
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• Maintain employee records and coordinate onboarding, offboarding and employment documentation, including I-9 records, with appropriate advice.
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Medical Plans and Employee Benefits

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• Manage routine administration of medical plans and other benefits, including enrolments, changes, terminations, employee deductions and employer contributions.
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• Liaise with providers on renewals, invoices, portal access and employee queries.
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Office and Corporate Administration

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• Manage office leases, utilities, internet, telephone services, and other vendors.
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• Coordinate facilities, equipment, and office changes.
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• Maintain contracts and corporate records.
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• Co-ordinate business insurance renewals and certificates, corporate registrations, annual reports, and address changes with advisers.
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Controls, Systems and Compliance

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• Maintain routine banking and company card administration, user access, and payment controls.
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• Co-ordinate action on government and official correspondence.
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• Track local compliance requirements and work with payroll, tax and legal advisers and Corporate Finance to obtain specialist support where required.
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Finance Coordination and Transition

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• Provide timely US inputs and supporting records for month-end accounting, reconciliations, inventory accounting, reporting, audit, and tax work allocated to Corporate Finance or external advisers.
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• Clarify responsibilities and handovers, document recurring processes, and support transition from the outsourced arrangement.
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Key Skills/Knowledge/Experience/Other Requirements

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Finance and Administration Experience

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• Hands-on finance and administration experience in a small business or subsidiary, covering cash management, payables, receivables, and payroll coordination.
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Financial Planning and Analysis

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• Ability to prepare cash forecasts, budgets and scenario analysis and explain financial information in practical business terms.
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US Payroll and HR Knowledge

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• Working knowledge of US payroll, employee benefits, and employment administration.
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Office and Corporate Administration

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• Experience managing banks, service providers, office contracts, insurance administration, and corporate records.
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Systems and Spreadsheet Skills

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• Strong spreadsheet skills and confidence using accounting, banking, payroll, and benefits systems.
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Accuracy, Confidentiality and Judgement

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• Accuracy, discretion and sound judgement when handling financial and employee information.
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Organization and Collaboration

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• Ability to work independently, manage competing deadlines and coordinate effectively with local management and an overseas finance team.
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Qualifications

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• Relevant qualification in accounting, finance or business administration, or equivalent practical experience.
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• Professional accounting qualification desirable.
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We offer the successful candidate a generous compensation package, medical, dental, and vision insurance, 401K with company match, generous PTO, and more. Must be a US Citizen or have a Green Card in order to be eligible for this job. Our client is not offering Visa sponsorship or OPT work.

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If you are interested and qualified, please apply today!