What are the responsibilities and job description for the Office Manager position at Icon Protection?
GENERAL SUMMARY OF POSITION:
The Office Manager oversees administrative operations and logistics coordination, ensuring compliance with shipping regulations and efficient management of shipping and receiving clerks. This role bridges office administration with warehouse support, maintaining smooth workflows across departments and ensuring accurate documentation and timely shipments.
CORE & ESSENTIAL FUNCTIONS:
TASKS:
• Ensure all shipping and receiving activities comply with company policies and regulatory standards.
• Oversee preparation of shipping documents (packing lists, bills of lading, labels).
• Ensure proper labeling and documentation for domestic and international shipments.
• Monitor carrier pickups, delivery schedules, and shipment tracking.
• Maintain accurate records in ERP and warehouse management systems.
• Oversee the processing of product returns, ensuring timely and accurate handling.
• Complete and maintain the return log and required forms.
• Coordinate with warehouse and customer service teams to resolve return-related issues.
• Review and investigate customer fines and disputes related to shipping, delivery, or documentation.
• Collaborate with internal teams to gather supporting documentation and respond to claims.
• Track dispute resolution outcomes and identify trends for process improvement.
• Directly supervise shipping and receiving clerks.
• Assign tasks, monitor performance, and conduct evaluations.
• Manage office procedures, records, and correspondence including maintenance of digital and physical filing systems
• Provide training on compliance, safety, and documentation standards.
• Liaise with warehouse, customer service, purchasing, and inventory teams.
• Resolve shipping delays, discrepancies, and customer inquiries.
• Support inventory audits and cycle counts.
• Enforce safety protocols and maintain a secure work environment.
• Other duties as assigned
QUALIFICATIONS AND SKILLS:
This role requires a minimum of 2 years of experience in office management and logistics coordination. A high school diploma or equivalent is required; an associate or bachelor’s degree in business, Logistics, Supply Chain Management, or a related field is preferred. In lieu of a degree, a comparable combination of education, job specific certification(s), and experience (including military service) may be considered. Strong understanding of shipping documentation, compliance standards, and return processes. Must be familiar with carrier systems (FedEx, UPS, LTL/TL). Prior experience in supervising warehouse or logistic staff is required. Proficient in Microsoft Office applications and ERP/WMS systems. The ability to think critically, solve problems efficiently and make decisions. Excellent communication skills, both written and verbal. Capable of multitasking and managing competing priorities in a fast-paced environment. Strong analytical, organizational, and problem-solving abilities. Commitment to health and safety regulations, including the use of protective gear. Must be OSHA compliant.
EQUAL OPPORTUNITY EMPLOYER
Icon Protection, Inc. is an equal opportunity employer. All applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, military status, protected veteran status, marital status, gender identity or expression, transgender status, citizenship, sexual orientation, age, disability, or any other legally protected characteristic under applicable law.
Icon Protection, Inc. is committed to providing reasonable accommodation to, among others, individuals with disabilities and disabled veterans. If you need an accommodation because of a disability to search and apply for a career opportunity with Icon Protection, Inc., please send an e-mail to hr@iconprotection.com to let us know the nature of your accommodation request and your contact information.