Office Manager (Administration/Human Resources/Finance)

Position Summary:

• 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.
• This job is chiefly concerned with management accountancy (not day-to-day bookkeeping), commercial support, and all administrative and Human Resources (HR) functions.

Primary Duties and Responsibilities:

Cash Flow and Treasury

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

Accounts Payable and Expenses

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

Accounts Receivable

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

Budgeting, Forecasting and Business Support

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

Payroll and HR Administration

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

Medical Plans and Employee Benefits

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

Office and Corporate Administration

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

Controls, Systems and Compliance

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

Finance Coordination and Transition

• 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.
• Clarify responsibilities and handovers, document recurring processes, and support transition from the outsourced arrangement.

Key Skills/Knowledge/Experience/Other Requirements

Finance and Administration Experience

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

Financial Planning and Analysis

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

US Payroll and HR Knowledge

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

Office and Corporate Administration

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

Systems and Spreadsheet Skills

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

Accuracy, Confidentiality and Judgement

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

Organization and Collaboration

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

Qualifications

• Relevant qualification in accounting, finance or business administration, or equivalent practical experience.
• Professional accounting qualification desirable.

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.

If you are interested and qualified, please apply today!