Office Manager

Job Title: Office Manager

Job Description

This role oversees daily office operations in a manufacturing and logistics environment, with a strong focus on shipping coordination, invoicing, and administrative support. The Office Manager ensures accurate documentation for outbound shipments, maintains organized financial and inventory records, and supports accounts receivable and basic accounting functions. The position requires a detail-oriented professional with proven QuickBooks experience and the ability to manage multiple tasks in a fast-paced setting.

Responsibilities

• Generate and manage bills of lading for all outbound shipments, ensuring accuracy and compliance with shipping requirements.
• Coordinate freight and shipments with logistics companies, vendors, and customers to ensure on-time delivery.
• Send shipment tracking information to customers and respond promptly to shipment-related inquiries.
• Prepare, submit, and process customer invoices in a timely manner and track payments to support cash flow.
• Support accounts receivable activities, including monitoring outstanding balances and assisting with basic accounting tasks.
• Manage general office operations, including administrative tasks, document management, and office organization.
• Maintain accurate records of shipments, inventory, and financial transactions in both digital and physical formats.
• Use QuickBooks to enter, update, and reconcile data related to invoices, payments, and other financial activities.
• Collaborate and communicate with internal teams, customers, and carriers to ensure smooth day-to-day operations.
• Support shipping, receiving, and production teams by providing documentation, data entry, and coordination as needed.
• Utilize Microsoft Office applications, including Word and Excel, to create reports, correspondence, and tracking documents.
• Assist with inventory tracking by entering data into inventory or manufacturing systems and monitoring production inventory levels.

Essential Skills

• Prior office management experience in a manufacturing environment.
• Experience with freight coordination, shipping, and logistics operations.
• Strong experience generating bills of lading and other shipping documentation.
• QuickBooks experience required, including invoicing, accounts receivable, and basic accounting tasks.
• Proficiency in Microsoft Office, including Word and Excel, for documentation and reporting.
• Experience with invoicing, customer billing, and tracking payments.
• Experience supporting accounts receivable and basic accounting functions.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Attention to detail and accuracy in data entry, documentation, and record keeping.
• Effective communication skills for working with internal teams, customers, and carriers.
• Experience with data entry and working within inventory management or financial systems.

Additional Skills & Qualifications

• Experience working in shipping, receiving, or production support within a manufacturing environment.
• Familiarity with inventory or manufacturing systems and production inventory processes.
• Experience in customer service, particularly in a logistics or manufacturing setting.
• Experience in inventory management, including tracking production inventory and stock levels.
• Comfort working with inventory management systems and related software tools.
• Ability to interpret shipping requirements and coordinate with logistics companies and vendors.
• Capability to create, manage, and organize documentation related to freight coordination and bills of lading.
• Strong multitasking abilities and comfort working in a fast-paced operational environment.

Why Work Here?

You will join a stable manufacturing and logistics operation where your organizational skills and attention to detail have a direct impact on day-to-day success. The team values reliability, clear communication, and collaborative problem-solving, creating an environment where you can take ownership of your work and see tangible results. You can expect a professional setting that supports growth in office management, logistics coordination, and accounting support, offering the opportunity to broaden your experience across multiple business functions.

Work Environment

This role operates in an office setting within a manufacturing and logistics facility, providing daily interaction with production, shipping, and administrative teams. You will work primarily with QuickBooks, Microsoft Office (Word and Excel), and inventory or manufacturing systems to manage documentation, records, and reports. The workday typically follows standard business hours, supporting ongoing shipping schedules, customer communication, and office operations. The environment is detail-focused and fast-paced, requiring consistent organization, timely responses, and accurate data entry to support smooth freight coordination, invoicing, and inventory tracking.

This is a Permanent position based out of Birmingham, AL.

The pay range for this position is $60000.00 - $80000.00/yr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Birmingham,AL.

This position is anticipated to close on Sep 22, 2026.

About Aerotek

Aerotek® Inc. provides staffing and services solutions in manufacturing, logistics, construction, aviation, facilities and maintenance. We provide the expertise, solutions and people required to rise to the challenges of North American industry. Headquartered in Hanover, Md., Aerotek operates a unified network of over 200 offices across North America, supporting more than 18,000 clients each year. Aerotek is an Allegis Group company, the global leader in workforce and business solutions. To learn more, visit: Aerotek.com | 1-888-AEROTEK.

Aerotek offers weekly pay, employee benefits including medical, dental & vision, life insurance, health advocacy and employee assistance programs, a 401(k) plan, and employee discounts.

The company is an equal opportunity employer and will consider all applications without regards to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

San Francisco Fair Chance Ordinance:
Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector:
It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI):
We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.