Position Summary The Office Manager serves as the on-site administrative and business operations leader for a well-established heavy manufacturing and equipment rebuild operation. Reporting to the General Manager, this position leads office staff and ensures payroll, timekeeping, job costing, accounts payable, vendor management, inventory controls, workforce administration, business systems, and operational reporting are accurate, efficient, and reliable. This is a hands-on leadership role that bridges daily shop activity with financial and operational reporting. The Office Manager helps ensure labor, materials, purchased services, and other direct costs are accurately assigned to projects, giving leadership clear visibility into profitability, productivity, forecasting, and operational performance. Immediate Priorities Stabilize payroll and timekeeping processes and establish effective review and approval controls. Implement consistent project-level tracking of labor, materials, purchased services, and direct costs. Establish disciplined accounts payable, vendor management, purchasing documentation, and invoice approval processes. Strengthen inventory controls for parts, supplies, consumables, and other materials. Support business system integration efforts and reporting improvements. Provide concise weekly and monthly business reports that enable operational and financial decision-making.

Key Responsibilities:

Office Leadership and Administration Lead, develop, and oversee office and administrative staff. Establish procedures, workflows, calendars, document retention standards, and cross-training programs. Serve as the General Manager's primary administrative partner. Escalate operational risks, control issues, vendor concerns, and employee matters promptly and professionally. Payroll, Timekeeping, and Labor Controls Administer payroll and timekeeping accurately and on schedule. Reconcile employee time records, approval documentation, payroll outputs, and labor allocations. Maintain confidentiality of payroll, compensation, benefits, and personnel information. Ensure compliance with company policies and applicable regulations. Job Costing and Project Administration Establish project cost structures and tracking for all work prior to execution. Ensure labor, machine time, materials, freight, subcontract services, and other costs are accurately captured. Reconcile timecards, purchase orders, receipts, invoices, and project records. Support regular reviews of work-in-process, project profitability, forecast-to-complete costs, billing status, and performance metrics. Accounts Payable, Purchasing Support, and Vendor Management Manage invoice processing, coding, approvals, exception resolution, and payment preparation. Maintain vendor records, payment terms, tax documentation, statements, and account reconciliations. Protect vendor master data through appropriate verification and internal controls. Coordinate with operations personnel to ensure purchases and expenses are properly documented and allocated. Inventory Controls Maintain accurate inventory records, locations, reorder points, and costing information. Ensure receipts, transfers, usage transactions, returns, and adjustments are properly documented. Coordinate cycle counts and physical inventories. Analyze inventory variances and implement corrective actions. Monitor shortages, obsolete inventory, stockouts, and critical spare-part requirements. Systems and Data Management Support ERP, payroll, purchasing, inventory, accounts payable, job-costing, and reporting systems. Document business processes, workflows, testing, training requirements, and system improvements. Maintain accurate customer, vendor, employee, inventory, and project master data. Serve as the primary point of contact for business system support and coordination. Financial Reporting and Controls Prepare weekly and monthly operational and financial reports. Track project costs, labor utilization, overtime, inventory performance, accounts payable activity, staffing metrics, and business risks. Support forecasting, budgeting, month-end close activities, reconciliations, audits, and management reporting. Ensure reported information is accurate, traceable, and decision-oriented. Human Resources and Employee Support Assist with recruiting, onboarding, employee relations, performance documentation, benefits administration, training records, and offboarding activities. Coordinate employee benefit enrollment and changes. Maintain personnel records and workforce reporting. Support policy administration while ensuring confidentiality and compliance. Compliance and Business Continuity Maintain organized business records and documentation. Support tracking of permits, certifications, training requirements, licenses, insurance, and compliance obligations. Develop backup coverage and continuity plans for critical office functions. Help ensure uninterrupted support of payroll, payments, reporting, and administrative processes. Decision-Making Authority The Office Manager is expected to exercise sound business judgment within established company guidelines and delegated authority.

Responsibilities include:

Assigning office work and establishing priorities. Requiring correction of incomplete or unsupported transactions. Holding payroll, invoices, inventory adjustments, vendor changes, or cost entries when supporting documentation is incomplete. Recommending process, staffing, system, and control improvements. Escalating significant financial, compliance, payroll, employee relations, security, inventory, or operational risks. First-Year Priorities First 30 Days Learn the business, systems, and workflows. Build relationships with operational leaders and office personnel. Assess payroll, vendor records, project tracking, inventory records, reporting processes, and business controls. Days 31-90 Strengthen timekeeping and project-costing discipline. Document office procedures and approval workflows. Improve vendor controls and inventory tracking. Establish routine business reporting and performance visibility. Months 4-12 Complete key system enhancements and business process improvements. Improve inventory accuracy and project-cost visibility. Strengthen month-end reporting processes. Build a highly capable, cross-trained administrative team. Qualifications/Education Bachelor's degree in Accounting, Finance, Business Administration, Human Resources, Operations, or a related field preferred. Equivalent experience will be considered. Experience Five or more years of experience in office management, accounting administration, payroll, job costing, manufacturing support, or related business operations. Previous supervisory or team leadership experience. Strong background in payroll, accounts payable, purchasing administration, inventory controls, reconciliations, and business reporting. Experience in manufacturing, fabrication, machining, mining, industrial services, equipment repair, or similar operational environments is highly preferred. Experience with ERP systems, data management, Microsoft Excel, reporting tools, process improvement, and systems implementation. Understanding of employee relations, onboarding, benefits administration, personnel documentation, and confidential workforce matters. Excellent communication, organization, attention to detail, and problem-solving skills. Work Environment This is an on-site position located in Belle, West Virginia. The role operates primarily within an office environment but requires regular interaction with manufacturing, fabrication, warehouse, and operational areas. Personal protective equipment (PPE) is required when entering production environments. The position may require occasional work outside normal business hours during payroll processing, month-end close activities, audits, system implementations, benefit enrollments, or urgent business situations. Limited travel may be required based on business needs.

Work Location:

In person