Office Manager

Office Manager

Documentation Support | Records and Compliance | Front Office Taunton, MA | Full-time, on-site

D.W. Clark casts engineered components for critical infrastructure and defense. Our mission is to advance how castings are made and the systems they make possible: the submarines that defend the nation, the infrastructure that runs everyday life, and the technologies changing how the world moves. We are building the most capable, technology-forward casting operation, as part of proving American manufacturing can lead again. We pour centrifugal and static castings with both fixed and 3D printed tooling in steels, stainless, nickel, cobalt, and specialty alloys, supported by in-house built tailored operating software.

We are adding an Office Manager who will spend most of the week on documentation support: compiling certification packages, preparing shipping paperwork, and keeping shipping and receiving records organized and retrievable. The rest of the role runs the office: the compliance calendar and records system, office and site service vendors, the front desk and phones, and administrative support. It takes a particular mix: warm enough to run the front desk, exacting enough to catch the one missing document in a fifty-page package.

A note on pace, stated up front: this is the hub of a busy manufacturing office. Documentation moves at the speed of shipments, and the paperwork has to be right before material leaves the building, while visitors and deadlines compete for the same hours. We would rather be direct about that now than surprise anyone after they start. In return, you get a role with real ownership, a team that notices when things run well, and a company investing in its people and its future.

Key Responsibilities

Documentation support: certification packages, test reports, and shipping and receiving records

• Compile certification packages for shipped castings: chemical analysis, mechanical test results, nondestructive testing reports, heat treatment records, dimensional data, and certificates of conformance; check each package for completeness against product requirements
• Prepare packing lists and customer-required shipping paperwork; coordinate with shipping and quality so nothing ships without complete, accurate documentation
• Organize, file, and store shipping and receiving documentation, physical and digital, so that records can be retrieved quickly for customer, audit, and internal needs
• Ensure system shipping and receiving records are accurate and complete

Records and compliance calendar

• Own the company compliance calendar: training and certification expiration dates, insurance renewals, government registrations, state filings, and similar recurring obligations, with rolling reminders to the responsible owner well ahead of each deadline
• Track certificates of insurance and site-access paperwork for contractors and vendors working at our facilities
• Coordinate responses to customer supplier surveys and questionnaires with quality and finance, and maintain current copies of company certifications for customer requests
• Maintain the records retention system so records can be produced quickly for customer and third-party audits

Front office and visitors

• Greet visitors and serve as the first point of contact for the company; manage visitor sign-in, badging, and escorts in line with company security procedures
• Field incoming customer calls, route them to the right person, take accurate messages, and follow up so nothing is dropped
• Order and set up food for customer visits, company events, and special occasions

Facilities vendors and indirect purchasing

• Coordinate office and site service vendors, including the cleaning service and and copier service; schedule work, address misses, and keep contracts and contacts current
• Order office supplies and indirect consumables within established guidelines, and keep the office, conference rooms, and common areas clean, stocked, and organized between service visits

Executive support

• Manage calendar and meeting logistics
• Coordinate scheduling and arrangements with visitors

Qualifications

• Experience in office management, administrative coordination, document control, or shipping and documentation support in a manufacturing environment; machining, metals, aerospace or defense supply chain experience is a plus
• Strong attention to detail; able to check documents methodically against purchase order and specification requirements
• Highly organized; runs a calendar of deadlines and many open items without letting things slip
• Professional, welcoming presence in person and on the phone; represents the company well to customers and visitors
• Proficiency with standard office software, spreadsheets, and PDFs; comfortable working in business systems, or quick to learn them
• Reliable, punctual, and discreet with confidential information
• High school diploma or equivalent required; associate degree or relevant certification is a plus

This position requires access to information that, under U.S. Government and customer contract requirements, may be accessed only by U.S. persons. U.S. person status is therefore required.

What We Offer

This is a full-time, hourly (non-exempt) position; overtime is paid at time and a half. Benefits include paid holidays, vacation, 401(k) with 5% company match, health care, and dental. D.W. Clark offers a great work environment and real opportunities for growth in a company investing heavily in new facilities, equipment, and technology. We are committed to providing a work environment our team members can excel in and are proud to be a part of.

D.W. Clark, Inc. is an equal opportunity employer.

Pay: $28.00 - $34.00 per hour

Expected hours: No less than 40.0 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health savings account
• Paid time off

Application Question(s):

• Due to government contracts, US Person status is required. Do you meet this requirement?

Work Location: In person

Salary : $28 - $34