Office Manager Precision Machine Shop

Office Manager Precision Machine Shop Confidential Milford, CT $34.26 - $66.11 an hour - Full-time $34.26 - $66.11 an hour - Full-time Position Summary The Office Manager is responsible for overseeing all administrative, financial, and customer-facing operations of a precision machine shop. This role ensures smooth day-to-day business operations by coordinating between the shop floor, customers, vendors, and leadership. The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced manufacturing environment. Key Responsibilities 1. Financial & Administrative Management Support Accounts Payable (AP), Accounts Receivable (AR), and bank reconciliation Generate and track invoices, purchase orders, and job costing data Support payroll processing and employee time tracking Maintain accurate financial and operational records Assist leadership with basic financial reporting (cash flow, aging, job profitability) Assist with inventory audits regularly 2.Customer & Order Management Responsible for managing incoming communications and acting as the liaison for customer and vendor inquiries. Process incoming orders and ensure accurate entry into ERP/job tracking system Coordinate with the materials manager for job tracking and communicate timelines Manage customer documentation (i.e. request for quotes, purchase orders, prints, revisions, certifications) 3. Vendor & Purchasing Coordination Issue purchase orders for office and facility supplies. Track vendor deliveries and resolve discrepancies Maintain vendor relationships and pricing records 4. Production & Shop Coordination Track key operational metrics (i.e. sales, absenteeism, on-time delivery, backlog, WIP) Resolves routine labor policy questions with the employees. Support labor tracking 5. Compliance & Documentation Support and maintain documentation necessary for compliance and audits (i.e. ISO, AS9100, or customer-specific requirements) Ensure proper management, filing and retention of required documentation (i.e. certs, material traceability, and job records) 6. Office Operations Manage office supplies, systems, and general administrative needs Handle HR-related administrative tasks (onboarding paperwork, etc.) Maintain organized filing systems (digital and physical) Serve as the main point of contact for the shops I.T. needs and troubleshooting Qualifications 3-7 years of experience in an office management or administrative role (manufacturing preferred) Experience with ERP systems (i.e., JobBOSS, E2, ProShop, or similar) Strong understanding of basic accounting principles (AP/AR, invoicing, payroll support) Proficiency in Microsoft Excel and general office software Ability to read and interpret basic manufacturing documents (purchase orders, job travelers, blueprints a plus) Key Traits for Success Highly organized and detail-oriented Strong communicator who can bridge office and shop floor Proactive problem solver (doesn't wait for issues to escalate) Comfortable working in a small team where roles may overlap Ability to prioritize in a fast-moving, deadline-driven environment Reporting Structure Reports to: Shop President Works closely with: Site Leadership, Employees, Customers, and Vendors Bottom of Form You should be proficient in: Cost Accounting Human Resources Workers' Compensation Accounts Payable (AP) Accounts Receivable (AR) Bank Reconciliation Family and Medical Leave Act (FMLA) Basic Computer Skills