Office Manager

Job brief

Our Client is seeking a friendly, energetic Office Manager for its start-up Plant in the Pittsburgh area who is responsible for overseeing day-to-day operations to manage all office functions.

The professional selected must have excellent administrative skills with the ability to multitask and adapt to a fast-paced environment.

Responsibilities

• Handle monthly payments to suppliers and check incoming mail daily.
• Manage AR and AP: register customer payments, issue invoices, and oversee overdue payments.
• Oversee HR processes: hiring, training, and other HR matters.
• Ensure the company's legal compliance, especially in various states with employees.
• Monitor monthly expenses, including the sales manager's company card.
• Oversee contracts: purchasing, warehousing.
• Admin tasks: order office supplies and coordinate Directors’ travel arrangements.
• Manage communication: incoming/outgoing mail, emails, and phone updates.
• Oversee company's monthly budget, stock forecast, and goals.
• Coordinate with the Italy team: container shipments, air transport estimates, and CRM inventory.
• Interact with customers: payment collection, document exchange.
• Handle shipping: get quotes, create packing lists, and monitor shipment statuses.
• Maintain system: add new customers, ensure stock accuracy, create orders, and oversee office functions.

Requirements/ Qualifications

• Previous experience in operations, accounting, HR or other related fields
• Exposure to payroll practices
• Excellent written and verbal communication skills
• Works well under pressure and meets tight deadlines
• Highly computer literate with capability MS Office, SAP and related business and communication tools
• Great organizational and time management skills
• Deadline and detail-oriented
• Italian language is nice to have