OFFICE MANAGER

Individual Contributor | Site Administration and Support

JOB LOCATION

Asbury, New Jersey

REPORTS TO

Plant Manager

POSITION

Exempt (Salary)

DIRECT REPORTS

None

SCHEDULE

Full-time, Monday through Friday (6:00 AM - 2:00 PM); additional hours as business needs require

POSITION SUMMARY

The Office Manager serves as the primary administrative resource for the New Jersey facility and ensures that routine office, payroll, human resources, purchasing, recordkeeping, and site-support activities are completed accurately and on time. This role works independently within established policies, protects confidential information, and coordinates with Corporate Human Resources, Finance, Information Technology, Customer Service, and other support functions. The position has no direct reports and does not have independent authority to hire, terminate, discipline, or change company policy.

ESSENTIAL DUTIES AND RESPONSIBILITIES 1. HUMAN RESOURCES ADMINSTRATION

Payroll and Timekeeping Support:

Collect, review, and submit employee timekeeping information; track attendance, scheduled time off, holiday pay, and approved payroll adjustments; resolve routine discrepancies and escalate exceptions to the Plant Manager, Payroll, or Corporate Human Resources.

Personnel Records and Benefits Administration:

Coordinate new-hire and separation paperwork, employee file updates, benefit enrollment or change documents, eye, dental, boot, or other approved reimbursements, and the secure routing and retention of confidential personnel records.

Employee Service and HR Coordination:

Provide employees with forms and routine process guidance, respond professionally to administrative questions, and direct policy interpretations, complaints, investigations, accommodations, leave issues, or employee-relations matters to the appropriate manager or Corporate Human Resources.

Workers' Compensation and Medical Documentation:

Coordinate workers' compensation paperwork, drug-screen and medical-document routing, status updates, and record filing as directed, while protecting confidentiality and avoiding independent medical, legal, or eligibility determinations. 2.

COMPLIANCE & DOCUMENT CONTROL

Compliance Recordkeeping:

Maintain organized site records supporting MSHA, safety, environmental, contractor, visitor, Department of Labor, and other applicable requirements; compile required data for review and submission by the responsible manager or corporate function.

Training Administration:

Maintain employee and contractor training files, certificates, rosters, expiration dates, and required acknowledgments; coordinate scheduling and follow-up for assigned training without independently determining technical qualification.

Document Control and Reporting:

Maintain master forms, office procedures, required postings, contact lists, and recurring reports; support audits and reviews by retrieving records, identifying missing information, and following approved retention and confidentiality requirements. 3.

EMPLOYEE RECRUITING

Recruitment Coordination:

Support approved openings by coordinating job postings, applicant correspondence, interview schedules, candidate files, and communication among hiring managers, Corporate Human Resources, and recruiting resources.

Interview and Selection Support:

Prepare interview materials, coordinate site access, collect evaluation forms, and track selection steps while leaving hiring decisions, compensation commitments, and policy exceptions to authorized management and Corporate Human Resources.

Pre-Employment and Onboarding:

Coordinate approved background checks, drug screens, pre-employment documents, orientation schedules, system-access requests, identification, and first-day materials; ensure required documents are complete and securely retained. 4.

PURCHASING AND VENDOR COORDINATION

Purchase Orders and Vendor Records:

Create and track approved purchase orders for office and local operating needs, obtain quotations when requested, maintain vendor information, follow up on deliveries, and communicate shortages, delays, or discrepancies to the appropriate owner. Including the CAPEX invoicing and documentation.

Invoice and Accounting Support:

Review invoices for completeness, obtain approvals, apply or verify general-ledger coding, reconcile packing slips, process approved expenses and reimbursements, maintain petty cash where assigned, assist with credit or debit memos, and provide accounts-receivable or month-end support as requested. Office Supplies and Services. Maintain appropriate levels of office, breakroom, first-aid, and administrative supplies and coordinate copier, postage, telephone, shredding, vending, and other office-service providers within approved spending limits. Inventory and Reporting Support. Assist with packaging and administrative inventory counts, Process Pro corrections within assigned authority, recurring site reports, and follow-up on missing or inconsistent inventory, receiving, or purchasing information. 5.

OFFICE ADMINISTRATION

General Office Operations. Manage the day-to-day office workflow, greeting and signing in visitors, handling incoming and outgoing mail, maintaining shared calendars, coordinating meetings, and supporting general site communications. Systems and Data Entry. Enter and maintain accurate information in Process Pro, payroll and timekeeping applications, purchasing tools, spreadsheets, shared drives, and other company systems; complete routine corrections only within assigned authority.

Customer Service and Shipping Backup:

Provide trained backup for routine customer-service, order, shipping-document, and traffic communications while promptly escalating pricing, credit, hazardous-material, customer-commitment, or contractual issues.

Information Technology Coordination:

Serve as the local point of contact for routine computer, printer, telephone, access, and software-support requests; submit service tickets, coordinate equipment setup, and follow Corporate Information Technology security requirements.

Meeting, Visitor, and Site Support:

Prepare agendas, capture meeting notes when requested, coordinate meals and visitor arrangements, support employee events, and assist the Plant Manager and site leadership team with administrative projects.

Continuous Improvement and Other Duties:

Identify practical ways to simplify office processes, reduce errors, improve record accessibility, and standardize recurring work; perform other administrative and site-support duties as assigned, consistent with the general scope and level of the position.

SCOPE AND AUTHORITY

Works independently on routine administrative matters and prioritizes recurring deadlines in coordination with the Plant Manager. Coordinates information and services across departments but has no direct reports and no formal supervisory responsibility. Expected to engage and support all shifts (e.g., 1st, 2nd, 3rd, and Weekend shifts). May approve purchases or transactions only within documented authorization limits; all exceptions require management approval. Maintains strict confidentiality regarding payroll, personnel, medical, financial, customer, and business information. Escalates policy interpretation, employee-relations concerns, legal notices, compliance issues, and unusual financial matters to the appropriate manager or corporate function.

MINIMUM QUALIFICATIONS

High school diploma or GED equivalent. Three or more years of progressively responsible office administration, or administrative coordination. Proficiency with Microsoft Outlook, Word, Excel, and shared electronic filing systems. Working knowledge of payroll/timekeeping, invoice processing, purchase orders, and confidential recordkeeping. Demonstrated ability to manage multiple deadlines, produce accurate work, and communicate professionally with employees, vendors, customers, and visitors. Ability to exercise sound judgment within established procedures and recognize when an issue requires escalation.

PREFERRED QUALIFICATIONS

Associate degree or higher in business administration, accounting, human resources, or a related field. Experience in a manufacturing, industrial, mining, distribution, or other regulated work environment. Experience with ProcessPro or a comparable ERP system and an electronic payroll/timekeeping platform. Basic knowledge of MSHA recordkeeping, workers' compensation documentation, benefits administration, and New Jersey employment-related record requirements. Experience supporting a small site where the role must independently manage a broad range of administrative duties.

KEY CORE COMPETENCIES

Accuracy and Thoroughness:

Produces complete, well-organized work and verifies details before submission.

Communication:

Provides clear written and verbal information and confirms understanding.

Confidentiality and Ethics:

Handles sensitive information with discretion and follows company standards.

Problem Solving:

Resolves routine issues within procedure and escalates exceptions appropriately.

Customer and Employee Service:

Responds promptly, professionally, and respectfully to routine needs.

Personal Credibility:

Is dependable, accountable, and consistent in following through on commitments.

Organization and Prioritization:

Balances recurring deadlines, interruptions, and changing priorities.

Flexibility:

Adapts to changing site needs while maintaining accuracy and service.

Computer Competency:

Uses office, payroll, purchasing, and records systems effectively.

Continuous Improvement:

Looks for practical, controlled improvements to administrative processes.

WORKING CONDITIONS / PHYSICAL REQUIREMENTS

Primarily works in a professional office located within an active industrial manufacturing facility. May occasionally enter production, warehouse, yard, or shipping areas and must follow all required safety rules and personal protective equipment requirements. Regularly uses a computer, telephone, copier, scanner, and other standard office equipment; frequently sits and performs repetitive keyboarding and data-entry tasks. Must be able to communicate effectively, visually review documents and computer screens, bend or reach for files and supplies, and occasionally lift or carry office materials weighing up to 25 pounds. Regular and reliable attendance is an essential function of the position.

Pay:

$65,000.00 - $75,000.00 per year

Benefits:

401(k) Dental insurance Health insurance Health savings account Paid time off Retirement plan Vision insurance

Work Location:

In person