Office Manager

Job Description

Job Description

Summary/Objective
Oversee and manage the day-to-day operations of the Station office, providing support to the Station Manager.

Essential Functions

• Station staffing support – facilitate job application flow, hiring processes, and onboarding process for new hires and rehired associates.
• Employee records management – maintain accurate, up-to-date employee records in UKG using Document Manager, and ensure all employee files and records are stored securely and treated as confidential information (not left in open or unsecured areas where unauthorized individuals may view them).
• Ensure the submission of correct payroll coding in onboarding.
• Ensure timely submission of Change of Status and Termination Form documentation to system administrators.
• Compile and submit reimbursable expenses for processing
• Payroll - compile, enter, and submit weekly payroll inputs (data validation and reconciliation of discrepancies), timeclock setup for new associates, and distribute paystubs to hourly associates (when required). Adhere to payroll timelines and ensure proper payment in accordance with local and state laws.
• Ensure payroll coding is input and recorded accurately according to approved labor charges.
• Review and action on time off requests in a timely manner
• Communicate in a timely and effective manner with appropriate departments, escalating employee concerns as needed
• Accident reporting and workers' compensation- compile accident reports and submit claims to the corporate EHS team. Help coordinate the reporting of workplace injuries, assist employees with completing required injury and workers’ compensation forms, enter incidents into Vector, and gather and forward accident reports, medical paperwork, and work status updates to the EHS team for review and claim handling.
• Training and compliance - deliver mandatory training to station associates and follow the SOPs for special training (including regulatory and company required training), maintain posters and other station signage
• Collaborate with the corporate office on Accounts Receivable/Accounts Payable (AR/AP) issues
• Fleet compliance - maintain DOT records (fleet maintenance and inspections, driver qualifications, run reports)
• Support sales team with new customer forms, truck binders, and supplies
• H-2A Program compliance (where applicable) – review & approve station job contracts, adhere to program regulations, including recruitment, records/file management, inbound/outbound reimbursements, timekeeping/scheduling, housing maintenance/management, H2A vehicle transportation management, employee management, and maintain up-to-date station audit records
• Maintain the organics program records and prepare for/participate in station audits
• Maintain station logs – labor reports, pesticide applications, plug grade sheets, disease logs, and testing
• ERP (Enterprise Resource Planning) System (and/or in Mobile Apps)
  • Enter a Production Plan
  • Order supplies via the Requisition Worksheet
  • Receive POs in the required time
  • Receive/Ship Transfers
  • Create Work Orders
  • Approve & Post Work Orders
  • Manage WIP & Finished good Inventory
  • Manage & complete cycle counts on Hard Goods Inventory
  • Create Station & Route Transfers
• Maintain a clean and safe office environment; foster and support a team-centered culture
• Perform routine office tasks – answering phone, mail, emails, deliveries, and walk-ins.

QUALIFICATIONS:

Required Education and Experience

High School Diploma or GED

Knowledge, Skills & Abilities

• Must have strong computer literacy and be proficient in the use of MS Office; proficiency in an ERP system, including Microsoft NAV or Business Central (BC), strongly preferred.

• Experience with data entry, including the ability to enter data accurately, and be comfortable learning new technical systems as needed.

• Must have excellent organizational and communication (verbal and written) skills.
• Knowledge of greenhouse/growing operations and of rules, regulations, and guidelines of various federal or state Departments of Agriculture.
• Ability to take and follow directions and ability to work with little to no supervision.
• Must act with integrity, professionalism, and confidentiality, and appropriately handle private/sensitive information.
• Customer Service – basic familiarity with product availability, growing techniques and disease avoidance.

Note: These duties may vary to some degree from station to station depending on type and size of station.