Office Manager / Bookkeeper - Food Manufacturing Position Summary The Office Manager / Bookkeeper manages daily office operations and maintains accurate financial and administrative records for a food-manufacturing company. This position supports accounting, purchasing, payroll, human resources, production, inventory, food safety, customer service, and company management. The ideal candidate is highly organized, detail-oriented, trustworthy, and comfortable working in a fast-paced manufacturing environment. Key Responsibilities Bookkeeping and Accounting Record daily financial transactions accurately and promptly. Manage accounts payable and accounts receivable. Prepare customer invoices and monitor outstanding balances. Process vendor invoices and match invoices with purchase orders and receiving records. Prepare customer statements and follow up on past-due accounts. Enter bills, payments, deposits, credits, and journal-entry information. Reconcile bank accounts, credit cards, loans, and other balance-sheet accounts. Maintain the general ledger and organized supporting documentation. Prepare weekly cash-flow and accounts-receivable reports for management. Assist with monthly, quarterly, and year-end financial closing. Prepare financial reports, including profit-and-loss statements, balance sheets, and expense summaries. Maintain fixed-asset schedules and depreciation records. Coordinate with the company's CPA, tax preparer, payroll provider, insurance broker, and financial institutions. Assist with sales-tax, payroll-tax, 1099, workers' compensation, and other regulatory reporting. Support annual audits, insurance reviews, and tax-return preparation. Protect confidential employee, financial, customer, and company information. Payroll and Human Resources Support Review employee timecards and process payroll accurately and on schedule. Maintain employee payroll, attendance, vacation, sick-leave, and benefit records. Process new hires, terminations, pay changes, deductions, and employee-information updates. Assist with employee onboarding, I-9 documentation, uniforms, training, and required workplace notices. Maintain confidential personnel files and workers' compensation documentation. Coordinate with benefit providers and insurance brokers. Assist management with payroll and labor-cost reports. Office Administration Oversee daily office operations, filing systems, correspondence, supplies, and office equipment. Answer phones, greet visitors, and coordinate communications with customers, suppliers, employees, and contractors. Schedule meetings and maintain management calendars. Prepare reports, correspondence, spreadsheets, and meeting notes. Organize company records according to document-retention requirements. Coordinate service providers, building maintenance, pest-control visits, and office vendors. Support senior management with administrative projects and confidential assignments. Purchasing, Inventory, and Production Support Prepare purchase orders for ingredients, packaging materials, supplies, equipment, and outside services. Match purchase orders with receiving documents and vendor invoices. Maintain vendor pricing, payment terms, and contact information. Assist with raw-material, packaging, finished-goods, and inventory reconciliation. Investigate discrepancies between physical inventory, production records, and accounting records. Prepare production-cost, material-usage, yield, waste, and labor reports. Assist management with product-costing and margin analysis. Support order entry, shipment documentation, bills of lading, and customer invoicing. Coordinate with production, warehouse, purchasing, sales, and logistics personnel. Food-Safety and Compliance Support Maintain supplier documents, product specifications, certificates of analysis, and insurance certificates. Assist with food-safety document control and recordkeeping. Maintain employee GMP, allergen, safety, and food-safety training records. Help prepare documentation for FDA, USDA, SQF, BRCGS, customer, and third-party audits, as applicable. Follow all GMP, hygiene, allergen-control, visitor, and workplace-safety requirements. Assist with traceability, mock-recall, complaint, corrective-action, and audit records when requested. Qualifications Associate or bachelor's degree in accounting, business administration, finance, or a related field preferred. At least three years of bookkeeping and office-management experience. Manufacturing or food-manufacturing experience strongly preferred. Working knowledge of accounts payable, accounts receivable, payroll, bank reconciliation, and general-ledger accounting. Proficiency with QuickBooks and Microsoft Office, especially Excel, Word, and Outlook. Experience with ERP, inventory, production, or warehouse-management software is preferred. Strong attention to detail and commitment to financial accuracy. Ability to manage multiple deadlines and work independently. Strong written, verbal, organizational, and problem-solving skills. High level of honesty, discretion, professionalism, and confidentiality. Bilingual English and Spanish or another workforce language is a plus. Preferred Knowledge QuickBooks Desktop or QuickBooks Online Manufacturing inventory and product costing Payroll and payroll-tax procedures Food-manufacturing GMP requirements HACCP and preventive-controls programs SQF, BRCGS, FDA, or USDA recordkeeping Microsoft Excel formulas, pivot tables, and financial reporting Physical and Workplace Requirements Ability to work primarily in an office located within a food-manufacturing facility. Ability to enter production and warehouse areas while wearing required personal protective equipment. Ability to sit, stand, walk, and use a computer for extended periods. Ability to lift files, records, or office supplies weighing up to 25 pounds. Must comply with all company food-safety, hygiene, GMP, and workplace-safety rules.

Position Details Job title:

Office Manager / Bookkeeper Reports to: General Manager or Operations Manager Employment status: Full-time Typical schedule: Monday through Friday, with occasional overtime during payroll, month-end closing, audits, or inventory counts

Job Type:

Full-time Pay:

$22.00 - $26.00 per hour

Benefits:

401(k) 401(k) matching Flexible schedule Paid time off Application Question(s): How do you identify and correct bookkeeping discrepancies? How do you organize competing deadlines and urgent office requests?

Education:

Associate (Required)

Experience:

Quickbooks Enterprise:

3 years (Required)

Language:

Spanish (Preferred)

Work Location:

In person