Office Manager

Program Description:

The Office Manager is responsible for overseeing daily administrative operations while providing support in Human Resources, Safety, Information Technology, and Accounts Payable functions. This role ensures efficient office operations by coordinating employee onboarding and records management, supporting workplace safety initiatives, assisting with basic IT needs, and processing invoices and vendor documentation. The ideal candidate is highly organized, detail-oriented, maintains confidentiality, and can effectively manage multiple priorities in a fast-paced environment.

Supervisory Responsibilities:

None

Essential Job Functions:

Essential job functions represent the fundamental job duties and accountabilities of the employment position the individual holding the position must be capable of performing. Persons with disabilities can perform these with or without reasonable accommodations. The Director or his/her designee may assign other duties and accountabilities limited to those consistent with the applicable scope of the appropriate professional job function.

Regulatory Compliance 30%

• Ensure compliance with applicable federal and New Jersey employment laws, including:
• Fair Labor Standards Act (FLSA)
• Equal Employment Opportunity (EEO) and EEOC regulations
• Title VII (Civil Rights Act of 1964)
• Immigration Reform and Control Act (I-9 compliance)
• Family and Medical Leave Act (FMLA)
• Americans with Disabilities Act (ADA)
• COBRA
• Equal Pay Act
• Create, maintain and implement personnel policies and procedures in a consistent, nondiscriminatory manner
• Support recruiting, hiring, promotion, and transfer practices to ensure equal employment opportunity
• Verify required certifications/licenses for applicable roles during hiring and employment
• Educate employees on company policies, procedures, and expectations

Recruiting and Onboarding 20%

• Create, develop and maintain job descriptions for new and existing roles
• Draft and post job advertisements in compliance with legal and company standards
• Manage recruiting efforts, including job boards, universities, and staffing agencies
• Coordinate and execute structured, objective interview processes
• Review candidates and provide hiring recommendations to leadership
• Prepare and distribute offer letters and new hire documentation
• Ensure completion of background checks, reference checks, and pre-employment requirements
• Coordinate and lead new hire onboarding and orientation

Employee Relations, Performance Management and Compensation Administration 20%

• Support and monitor performance management processes
• Assist with compensation administration, job classifications, and market alignment
• Serve as a point of contact for employee questions and workplace concerns
• Ensure consistent application of policies and procedures
• Coordinate termination processes, exit interviews, and internal transfers
• Support employee engagement efforts, including office events and culture initiatives

Benefits Administration 5%

• Maintain accurate and up-to-date benefits materials, including plan documents and summaries
• Support benefits enrollment and employee communications
• Assist with annual open enrollment in coordination with brokers/vendors

Corporate Communication 5%

• Prepare and maintain required state and federal HR documentation
• Draft HR-related communications, including memos, letters, and employee notices
• Maintain organized and compliant personnel records

Safety & Compliance (10%)

• Support and maintain workplace safety programs and policies
• Ensure compliance with OSHA and New Jersey safety regulations
• Conduct safety training, onboarding, and toolbox talks
• Coordinate incident reporting, investigations, and corrective actions
• Maintain OSHA logs and safety documentation
• Partner with leadership to promote a strong safety culture

Other Duties (10%)

• Provides basic IT support by assisting employees with system access, troubleshooting office technology issues, and coordinating with external IT vendors as needed.
• Assists with Accounts Payable processes including entering invoices, verifying coding and approvals, maintaining vendor records, and supporting timely payment processing.
• Maintains confidentiality of employee, financial, and company information while ensuring accurate and organized recordkeeping across departments.
• Collaborates with leadership to improve administrative processes, support company initiatives, and ensure efficient day-to-day office operations.

This role includes, but is not limited to, the responsibilities listed above. Additional duties may be assigned as needed to support team and business operations.

Position Specifications

Qualification Requirements:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.

Education and/or Experience:

Bachelors Degree

Human Resources Management, preferred or other related discipline. Professional in Human Resources (PHR) certification preferred but not required

Minimum of 5 years

Workforce planning and employment, employee relations, training, compensation administration, recruitment and hiring selection

Advanced

Knowledge in employment labor laws

Intermediate

Knowledge in government benefit laws and regulations

Intermediate

Experience with Accounts Payable, invoice entry, and general accounting procedures required

Intermediate

Knowledge in contract & policy administration

Advanced

Knowledge of workplace safety practices, OSHA regulations, and incident documentation preferred

Advanced

Skill in customer service

Advanced

Skill in basic computer functions such as word processors, spreadsheets, presentation applications and internet usage

Language Abilities:

Ability to read and comprehend instructions, correspondence, memos, and work place policies. Ability to analyze, interpret general business periodicals, professional journals, procedures and governmental regulations. Ability to write professional correspondences. Ability to speak effectively with others. Ability to present formal information in one-on-one and small group situations to management and/or other employees. Ability to present information and respond to questions from managers and/or employees.

Mathematical Abilities:

Ability to add, subtracts, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ration, and percent and design and interpret charts and graphs to communicate business issues.

Reasoning Abilities:

Ability to carry out detailed written and/or verbal instructions. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form to carry out business objectives. Ability to define problems, collect data, establish facts, and draw valid conclusions.

Temperament:

Flexibility and coping with change. Multitasking. Ability to maintain composure in a stressful environment. Freedom to work from supervision. Performance under tight deadline.

Other Abilities:

• Ability to make decisions and recommendations
• General knowledge of various employment laws and practices
• Excellent interpersonal and organizational skills
• Skills in database management and record keeping
• Able to exhibit a high level of confidentiality
• Must be able to identify and resolve problems in a timely manner
• Must be able to gather and analyze information skillfully
• Must be able to communicate effectively through oral and written communication

The information contained in this job description is for the compliance with the American with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties performed by the individuals currently holding this position and additional duties may be assigned consistent with the job function.

Atmos-Tech Industries, LLC.. is an equal opportunity employer and does not discriminate with regard to age, race, color, religion, sex, disability, genetic information, national origin, veteran status or any other status entitled to protection under applicable federal, state, or local anti-discrimination laws. Discrimination or harassment on any of these bases is prohibited.