Job Title: Administrative Controller

Overview

We are seeking a detail-oriented and proactive Office Manager to oversee administrative operations, production data accuracy, and financial control functions. This role bridges daily office management with elements of cost control and accounting oversight — ideal for someone who thrives on accuracy, organization, and continuous improvement.

The Office Manager will work closely with production, accounting, and management to ensure that financial and operational data is timely, accurate, and actionable.

Key Responsibilities

Administrative & Production Support

• Manage daily administrative functions including production data entry, reporting, and documentation control.
• Review and reconcile production records for accuracy; identify discrepancies and follow up to correct them.
• Maintain organized digital and physical filing systems for production, purchasing, and financial documents.

Inventory & Purchasing Control

• Oversee raw material and finished goods inventory accuracy through regular cycle counts and reconciliations.
• Track material usage, waste, and scrap to ensure accurate costing.
• Manage purchase orders, supplier confirmations, and incoming goods documentation.
• Assist in maintaining optimal inventory levels to support production without overstocking.

Accounting & Financial Administration

• Prepare and post journal entries in QuickBooks, ensuring all entries are accurate, supported, and timely.
• Generate and send customer invoices; track receivables and follow up on outstanding balances.
• Assist with pricing audits, verifying that product pricing and cost inputs are current and consistent across systems.
• Monitor payables for unusual expenses, errors, or deviations from budget.
• Support month-end closing with reconciliations, accruals, and supporting schedules.

Payroll & Labor Analysis

• Track and analyze employee overtime, attendance, and payroll data for accuracy and trends.
• Coordinate with HR and accounting to ensure payroll accuracy and proper cost allocation.
• Develop summaries and dashboards highlighting productivity and labor cost variances.

Financial Oversight & Controls

• Serve as an internal control point for accuracy and compliance across operational and financial data.
• Proactively investigate unusual costs, variances, and transaction anomalies.
• Support management with margin analysis, cost verification, and audit preparation.
• Continuously seek process improvements to tighten financial and administrative controls.

Qualifications

• Associate’s or Bachelor’s degree in Accounting, Business Administration, or related field (preferred).
• 3 years of experience in office management, bookkeeping, or accounting operations.
• Proficiency in QuickBooks and Microsoft Excel (including pivot tables and basic data analysis).
• Strong understanding of inventory control, cost tracking, and production environments.
• High attention to detail with a “controller mindset” — focused on accuracy, efficiency, and data integrity.
• Excellent communication and organizational skills; ability to collaborate across departments.

Preferred Traits

• Naturally curious and analytical — notices when numbers don’t look right and digs in to find out why.
• Comfortable balancing routine administrative tasks with investigative financial work.
• Takes ownership of processes and seeks continuous improvement in accuracy and efficiency.

Job Type: Full-time

Pay: $70,000.00 - $100,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Work Location: In person

Salary : $70,000 - $100,000