OFFICE MANAGER - HR, FINANCE & ADMINISTRATION

Job Description

Job Description

JOB SUMMARY

KNAPP Connectors is seeking a highly organized, proactive, and dependable Office Manager – HR, Finance & Administration to serve as the day-to-day administrative backbone of our U.S. organization in Pineville, North Carolina. This broad, hands-on role keeps office operations, routine employee administration, reporting, financial administration, calendars, vendors, records, facilities, and management projects organized and moving forward.

The ideal candidate takes ownership, creates structure, follows through without constant reminders, and enjoys making a growing small business operate more efficiently. The position works closely with company leadership, employees, our bookkeeping specialist, CPA/accounting providers, vendors, and KNAPP headquarters in Austria.

 

CORE RESPONSIBILITIES

Office & Business Administration

· Serve as the primary point of contact for routine office and administrative matters; maintain supplies, workplace needs, vendors, mail, records, registrations, renewals, and recurring deadlines.

· Coordinate facility matters including cleaning, repairs, HVAC, access, security, landlord communication, and workplace documentation.

· Create and maintain SOPs, checklists, templates, filing systems, and administrative processes that reduce reliance on individual memory.

Projects, Reporting & Calendar Coordination

· Maintain a centralized list of management projects, priorities, next actions, and deadlines; follow through until assigned work is completed.

· Research options, obtain quotes, coordinate vendors and employees, gather documents, identify blockers, and provide concise status updates.

· Coordinate recurring and ad hoc reports by gathering information, tracking deadlines, following up on missing items, and organizing materials for management.

· Maintain the Team Calendar, including approved PTO/absences, schedule changes, travel, trade shows, meetings, customer visits, holidays, and company events; identify conflicts or preparation needs in advance.

Employee & HR Administration

· Coordinate recruiting administration, interview scheduling, candidate communication, and non-compensation employment paperwork.

· Coordinate onboarding and offboarding administration, including forms, policies, equipment, system access, training information, property return, and access removal.

· Maintain confidential personnel files and routine employee records; track approved PTO, absences, schedules, benefits documentation, forms, training records, and policy acknowledgments.

· Maintain HR procedures, job descriptions, handbook materials, and forms under leadership direction; route compensation, disciplinary, termination, legal, or other sensitive HR matters to ownership.

Financial & Accounting Administration

· Coordinate administrative communication and document requests with the bookkeeping specialist, CPA, insurance providers, and other financial professionals.

· Support AP/AR administration, invoices, receipts, expenses, vendor records, W-9s, subscriptions, renewals, collections documentation, approved vendor payments, and materials needed for audits, tax matters, year-end requests, or management reviews.

· Coordinate and support these processes without performing payroll processing, daily bookkeeping, advanced accounting, tax preparation, or financial analysis.

Corporate, Event & International Support

· Maintain contracts, NDAs, insurance records, corporate documentation, renewal calendars, approved templates, and recurring compliance records.

· Support trade-show administration, event materials, travel logistics, customer visits, internal events, and administrative coordination with KNAPP headquarters in Austria.

WHAT SUCCESS LOOKS LIKE

· Important tasks, reports, renewals, projects, and follow-ups do not fall through the cracks.

· The Office Manager knows what needs to happen, when it needs to happen, who needs to be involved, and follows through until completion.

· Routine administrative matters are handled independently while issues requiring management judgment are escalated appropriately.

QUALIFICATIONS & SKILLS

· 5+ years of relevant experience in office management, business administration, HR administration, operations administration, executive administration, or a comparable role preferred.

· Experience with office vendors, routine HR administration, financial/bookkeeping support, project coordination, and process improvement is strongly preferred.

· Strong technology skills; experience with Microsoft 365, Zoho or comparable platforms, and practical use of generative AI/productivity tools is beneficial. Relevant experience and demonstrated ability are more important than a specific degree.

WORK SCHEDULE, CONFIDENTIALITY & GENERAL REQUIREMENTS

This is a full-time, on-site position in Pineville, North Carolina. Regular and reliable attendance is required. The role is primarily office-based and connected to warehouse operations; occasional movement through the facility, event/trade-show preparation, and lifting or moving items up to approximately 25 pounds may be required. The Office Manager will handle sensitive employee, financial, contractual, corporate, and executive information and must maintain strict confidentiality. Detailed payroll and compensation information will remain restricted to designated ownership. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Responsibilities may evolve with business needs, and additional reasonably related duties may be assigned.