What are the responsibilities and job description for the Office Manager position at Active Molding, LLC?
About the Role
We're looking for an Office Manager to be the hub of our office, supporting Harlan Company and its two subsidiaries. This is a true all-around role covering HR administration, payroll, accounts payable and receivable, bank reconciliations, insurance administration, simple job costing, and general office support across all three entities. This position reports directly to our General Manager, Kathryn.
How We Work
We move fast, and we run a lean but deeply committed team. That means your work is visible and it matters. Nothing you own disappears into a bureaucracy, and nothing gets quietly picked up by someone else if it slips. The person who thrives here is exceptional at follow-up and follow-through: you close loops, you chase down the missing invoice, approval or signature without being reminded, and you catch the small details before they turn into real problems. Accuracy and ownership matter more here than they would in a big back office.
Our Tech Stack
NetSuite is our ERP and system of record for AP, AR and job costing. Gusto runs payroll and benefits. Microsoft SharePoint, Outlook and the Office suite handle documents, email and day-to-day collaboration. We also use AI tools throughout our work to speed up routine tasks and cut down on manual entry, and we'll expect you to use them too. No prior AI experience is needed, just curiosity and a willingness to learn. We will train you on our tools.
Schedule and Location
This role is primarily in the office so you can be hands-on with the team, the paperwork and the day-to-day. The schedule itself is flexible. We're looking for full-time or close to it, roughly 32 to 40 hours per week, and we're glad to work with you on start and end times that fit your life outside of work.
Responsibilities
- Process payroll in Gusto and maintain employee records for the parent company and two subsidiaries
- Handle HR administration: onboarding paperwork, benefits enrollment, policy upkeep and personnel files
- Manage accounts payable in NetSuite, including vendor invoices, coding, approvals and payments
- Manage accounts receivable in NetSuite, including invoicing, collections and deposits
- Complete monthly bank reconciliations and assist with month-end close
- Administer insurance policies and renewals, including workers' compensation and general liability
- Maintain simple job costing records in NetSuite and provide basic cost reporting
- Keep documents, records and shared files organized in SharePoint
- Use our AI tools to streamline routine administrative and accounting work
- Provide general office support: phones, mail, supplies, filing, and vendor and customer contact
- Partner closely with the General Manager on day-to-day office operations across all three entities
Qualifications
- Exceptional follow-up and follow-through: you close loops, track open items and don't need reminders
- Sharp attention to detail and a high personal bar for accuracy
- Comfortable in a fast-paced environment as part of a small, committed team
- Two-year degree (associate's) or higher in accounting, business administration or a related field
- Hands-on accounting experience, including accounts payable, accounts receivable and bank reconciliations
- Experience in NetSuite, or a comparable ERP such as Sage Intacct, Microsoft Dynamics or QuickBooks Enterprise, with willingness to come up to speed on NetSuite
- Comfortable processing payroll in Gusto or a similar platform, plus basic HR administration
- Strong Microsoft skills across Outlook, SharePoint, Word and especially Excel
- Open to working with AI tools to move faster and cut down on manual work
- Exposure to simple job costing is a plus
- Able to prioritize and juggle competing deadlines across multiple related entities
- Discretion and good judgment with confidential payroll, HR and financial information
- Dependable, self-directed and able to work primarily on-site
If you like variety, enjoy owning your area from start to finish, take genuine pride in getting the details right, and find satisfaction in being the person everyone in the office counts on, we'd like to hear from you.
Pay: $65,000.00 - $85,000.00 per year
Benefits:
- Flexible schedule
Work Location: In person
Salary : $65,000 - $85,000