Office Operations Manager

Job Overview:
Search Solution Group is seeking an Office Manager on behalf of our client, a highly specialized tool and mold construction company serving the automotive industry with precision-engineered sealing system solutions. This role is essential to ensuring smooth business operations across finance, logistics, HR, and executive support. The Office Manager will oversee both traditional operational functions and a newly developed AI-augmented workflow environment, ensuring accuracy, compliance, and continuous improvement across all administrative processes.

Key Responsibilities: Part 1: Operations & Finance Oversight
Order Processing & Customer Communications

• Review and approve AI-drafted order acknowledgements and customer communication emails.
• Enter or verify purchase orders in ABAS ERP; ensure correct FA numbers and proper documentation routing.
• Review AI-prepared order status summaries; update delivery dates and authorize invoices.
• Oversee AI-assisted open invoice monitoring and manage escalated customer collections.

Shipping Coordination

• Review and approve AI-generated domestic and international shipping documents.
• Manage exceptions outside of automated shipping workflows.
• Maintain accurate inbound/outbound shipping records.

Accounting & Finance Oversight

• Authorize bank transfers, wire payments, intercompany transfers, and check runs.
• Review AI-matched supplier invoices and resolve PO discrepancies within ABAS.
• Oversee AI-categorized credit card and expense entries; ensure accuracy at month-end.
• Administer petty cash across multiple currencies.
• Review monthly payment reminders and execute recurring payments.
• Coordinate with U.S. and German tax advisors; review AI-generated summary notes.
• Approve quarterly and semi-annual financial calculations (out-of-state invoices, rebate programs).
• Manage month-end close tasks including exception handling, MO closure, and inventory approvals.

Personnel & HR Administration

• Correct and enter employee time records; approve holiday entries in Paychex.
• Review and distribute weekly timesheets; send international employee timesheets as required.
• Maintain employee vacation/sick time records, contact lists, and personnel documentation.

Part 2: AI Workflow Management
Quality Assurance & Output Review

• Review all AI-generated documents, emails, reports, and data entries prior to external release or financial posting.
• Identify recurring AI issues; update workflow instructions and create correction protocols.
• Maintain a QA checklist for consistent review standards.

Workflow & Automation Management

• Manage and configure AI tools such as Microsoft Copilot, Power Automate, and automation systems for expenses, scheduling, and order processing.
• Build and refine prompts and automation rules for recurring tasks.
• Coordinate with internal IT and external partners for tool updates, integrations, and troubleshooting.
• Document all AI-assisted workflows to maintain transparency and auditability.

Process Improvement

• Recommend automation opportunities for manual or repetitive tasks.
• Train AI tools on company-specific terminology and data structures.
• Stay informed on evolving AI capabilities relevant to operational efficiency.

Part 3: Executive Support
Leadership Coordination

• Manage CEO and executive leadership calendars; review AI scheduling suggestions.
• Review and send AI-drafted executive communications; personally handle sensitive matters.
• Serve as on-site point of contact for leadership visits.
• Liaise with global offices on cross-border administrative needs.

Travel & Hospitality

• Finalize AI-generated travel itineraries, book reservations, and confirm logistics.
• Coordinate per diems and travel advances.
• Arrange hospitality for international guests and customers.
• Manage company-owned residential properties including maintenance, vendor access, and lease-related payments.

Part 4: On-Site & Physical Operations

• Collect, sort, scan, and route physical mail.
• Oversee company vehicles, including maintenance scheduling and compliance.
• Ensure annual facility inspections are completed (backflow, fire extinguishers, specialized equipment).
• Maintain inventory of office, IT, cleaning supplies, pantry items, and customer gifts.
• Distribute physical petty cash and travel funds.

Requirements Include: Education:

• Bachelor's degree preferred but not required; equivalent experience considered.

Experience:

• 3+ years in an Office Manager or senior operations position.
• ERP experience (ABAS, SAP, or similar) required.
• Experience with AP/AR, multi-currency reconciliation, and bank transfers.
• Payroll and HRIS experience (Paychex or comparable).
• Exposure to international shipping documentation.
• Experience coordinating with tax advisors (U.S. and/or international).

Skills:

• Strong organizational and multitasking ability.
• Excellent accuracy, attention to detail, and follow-through.
• Ability to manage sensitive communications and confidential information.
• High proficiency in Microsoft 365; strong readiness to adapt to AI productivity tools.
• Strong written and verbal communication skills.

Certifications:

• No formal certifications required; operational, HR, or finance certifications are a plus.

Knowledge:

• Understanding of operational workflow, finance processes, and administrative compliance.
• Familiarity with automation tools and AI-assisted office systems.
• Knowledge of multi-currency financial processes.
• German language capability is a meaningful advantage.

Key Competencies:

• Detail-oriented and process-driven mindset.
• Strong critical thinking and problem-solving ability.
• Ability to quality-check and validate AI-generated work.
• Technical curiosity and willingness to learn new tools.
• Excellent communication and relationship management.
• High integrity and reliability in handling financial and HR data.
• Ability to work independently and handle escalated issues confidently.

How to Apply:
To apply for this position, please click the "Apply" button at the top right of your screen.
Alternatively, you may email your application to View email address on click.appcast.io .
Please include your resume and any relevant supporting documents that highlight your qualifications and experience. We appreciate your interest and look forward to reviewing your application.

Company Overview:
Industry: Automotive

Location: Charlotte, NC

Equal Opportunity Employer Statement:
Search Solution Group is an Equal Opportunity Employer committed to fostering an inclusive workplace where diversity is valued and respected. We do not discriminate on the basis of race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. All hiring decisions are based on qualifications, merit, and business needs. We welcome applicants from all backgrounds to contribute to our team.

Disclaimer:
The job description above is not exhaustive and may evolve based on organizational needs. Additional duties may be assigned as necessary to support the success of the company and its operations.