Office Manager

Job Description

Job Description

Job Title: Office Manager

Reports to: Plant Manager

Position Purpose:

The Office Manager plays a vital role in the success of a manufacturing company, serving as the administrative hub that connects leadership, sales, production, and customers. This role requires an individual who is highly accurate, well organized, and dependable, with strong communication and follow-through skills. Working closely with the Plant Manager and leadership team, the Office Manager keeps information flowing throughout the operation — from customer quotes and follow-up to weekly production reporting. The ideal candidate thrives in a fast-paced, process-driven environment, takes ownership of the details, and understands that accurate, timely information is essential to the company's performance.

Essential Duties and Responsibilities:

• Serve as the first point of contact for the office by professionally answering and directing incoming phone calls and customer inquiries

• Provide administrative support to plant leadership, including the Plant Manager and Director of Operations

• Assist the sales team with preparing, tracking, and following up on customer quotes

• Support the quoting process for machining work, coordinating with the machine shop to gather accurate specifications, lead times, and pricing inputs

• Follow up with customers on open quotes, order status, and outstanding items to ensure responsive, customer-focused communication

• Assist with new hire orientation and onboarding, including coordinating paperwork, training schedules, and introductions to plant procedures

• Support ongoing employee training efforts by tracking training records and helping organize training sessions

• Produce and lead weekly production meetings, preparing agendas and ensuring accurate, up-to-date reporting

• Prepare and maintain weekly reports, including scrap reports, run reports, weekly production summaries, AR/AP reports, shipping reports, and machining reports

• Track and report on sales opportunities and overdue jobs, flagging items that require leadership attention

• Maintain organized records and files to support accurate reporting and smooth office operations

• Collaborate with production, machining, shipping, and accounting to gather data and resolve discrepancies quickly

• Perform other administrative duties as assigned to support the overall success of the company

 

Qualifications:

• High school diploma or equivalent required; associate or bachelor's degree in business administration or a related field preferred

• Prior experience in an office administration role, customer service, or sales support role, preferably in a manufacturing environment

• Exceptional accuracy and attention to detail, particularly in reporting and data entry

• Strong verbal and written communication skills with a professional phone presence

• Proficiency with Microsoft Office (Excel, Word, Outlook); experience with ERP systems a plus

• Strong organizational and time management skills with the ability to balance multiple priorities and deadlines

• Comfortable with preparing reports and presenting information in meetings

• Ability to work both independently and collaboratively across departments

• Basic understanding of AR/AP and shipping documentation is a plus

• A proactive, customer-focused approach and a willingness to learn the company's operations.

\nCompany Description

A mid size manufacturing company based in the Midwest.

Company Description

A mid size manufacturing company based in the Midwest.