Office Manager

Company Description

Rolen Technologies services the transportation industry by engineering, designing and fabricating the interior components of commercial trains. In Rochester we are currently working on several transportation/train projects for which we provide bathroom units for new trains. At the facility we assemble the bathroom units and ship them to our clients - Alstom & Rotem - so they can place them in their trains.

Job Description

We are seeking a highly organized, detail-oriented Office Manager to support daily operations across HR, accounting, procurement, and general services. This role is ideal for someone who enjoys variety, takes initiative, and thrives in a fast-paced environment. The Office Manager will serve as a central point of coordination for employees, vendors, and leadership, ensuring smooth operations and consistent follow-through.

KEY RESPONSIBILITIES

Office Management & General Services

• Serve as the primary point of contact for day-to-day office needs.
• Maintain office organization, cleanliness, and supply levels.
• Coordinate facility needs, including repairs, maintenance, and vendor visits.
• Manage incoming mail, packages, and shipments.
• Support leadership with scheduling, meeting preparation, and administrative tasks.
• Maintain digital and physical filing systems for easy retrieval and compliance.

HR Support

• Assist with new-hire onboarding, including preparing welcome materials, collecting documentation, and coordinating first-day logistics.
• Maintain employee records and ensure confidentiality of sensitive information.
• Support timekeeping, attendance tracking, and PTO record maintenance.
• Help coordinate training sessions, safety meetings, and employee communications.
• Assist with recruitment logistics (posting jobs, scheduling interviews, communicating with candidates).
• Support HR compliance tasks such as policy distribution, documentation tracking, and audit preparation.

Accounting & Finance Support

• Process vendor invoices and route for approval.
• Assist with expense tracking and reconciliation.
• Support basic bookkeeping tasks such as data entry, coding expenses, and maintaining financial records.
• Prepare documentation for monthly close and audits.
• Coordinate with external accountants or internal finance teams as needed.

Procurement & Vendor Management

• Source and order office supplies, equipment, and materials.
• Maintain vendor relationships and negotiate pricing when appropriate.
• Track purchase orders, deliveries, and inventory levels.
• Assist with procurement documentation and ensure accurate record-keeping.
• Support cost-comparison and vendor evaluation projects.

Qualifications

• 2+ years of experience in office management, HR support, accounting support, or procurement.
• Strong organizational and multitasking skills.
• High attention to detail and accuracy.
• Proficiency with Microsoft Office (Excel, Word, Outlook) and basic accounting systems.
• Excellent communication and interpersonal skills.
• Ability to handle confidential information with discretion.
• Comfortable working independently and prioritizing tasks in a dynamic environment.

Additional Information

All your information will be kept confidential according to EEO guidelines.