What are the responsibilities and job description for the Office Assistant Manager position at ESP Services?
Office Assistant Manager
Position Overview
We are seeking a highly organized and detail-oriented Office Assistant Manager to support daily operations at our facility. This role is ideal for someone who thrives in a structured environment, enjoys multitasking, and takes ownership of keeping office and operational processes running efficiently.
In this position, you will serve as a key support resource across administrative, accounting, and operational functions, helping ensure accuracy, organization, and strong internal coordination.
Key Responsibilities
Administrative & Operational Support
- Collect, organize, scan, and transmit delivery tickets daily in proper numeric sequence to the corporate office
- Maintain accurate filing systems for delivery tickets by date and number
- Perform general administrative duties including filing, copying, and document preparation
- Manage office supplies, equipment, and resources to maintain an efficient workplace
Accounting & Data Entry
- Enter Purchase Requisitions and Purchase Orders into the accounting system with correct general ledger coding
- Obtain required approvals in accordance with DOA guidelines
- Assist with budget tracking, invoicing, and expense reporting
- Enter receiving tickets into the system and maintain accurate records
Customer Service & Communication
- Provide professional support to clients and visitors, resolving issues promptly
- Answer incoming calls and route messages appropriately
- Coordinate shipments with carriers and assist with sample distribution to clients
Reporting & Compliance
- Assist with daily production reports and production analysis updates
- Maintain employee attendance records, including vacation and sick leave, and submit to HR
- Ensure Quality Management System documentation is current and compliant
- Maintain calibration and verification records for laboratory equipment
Additional Responsibilities
- Send weekly composite samples to the corporate office
- Prepare and ship client samples, including required documentation (MSDS, Certificates of Analysis)
- Support special projects and additional tasks as assigned
Schedule
- Monday – Friday
- No anticipated overtime at this time
Benefits
- 401(k) with 3% company match
- Paid Time Off (PTO)
- Company-paid holidays
- Health & Medical Insurance
Why Join Us
- Stable, predictable weekday schedule
- High-impact role with visibility across multiple departments
- Opportunity to develop skills in operations, accounting, and office management
- Supportive and team-oriented work environment