Office Manager, Manufacturing Operations

Join a Growing American Manufacturing Company

Lucifer Furnaces has been manufacturing industrial heat-treating furnaces and ovens since 1946. Our equipment serves customers in aerospace, defense, automotive, industrial manufacturing, universities, and research facilities.

We're looking for an experienced, technically capable Office Manager, Manufacturing Operations to join our team in Warrington, Pennsylvania.

This is an important, hands-on position combining purchasing, sales support, customer invoicing, and daily business operations. You'll work closely with company leadership, sales, engineering, production, and accounting to help keep our business running efficiently.

We're looking for someone who understands manufacturing, enjoys working with technical products, takes ownership of responsibilities, and is comfortable using modern business software.

This is not a traditional receptionist or clerical position. It's an opportunity to play a meaningful role in an established, growing manufacturing business.

Key Responsibilities

Purchasing & Vendor Management

• Process purchase requisitions submitted by production and engineering.
• Obtain supplier quotations, compare pricing and lead times, and prepare purchase orders.
• Issue approved purchase orders accurately and promptly, generally the same business day or by the following morning.
• Track open purchase orders and proactively follow up with vendors regarding deliveries.
• Communicate with engineering and production to resolve purchasing questions, identify shortages, and prevent delays.
• Maintain accurate purchasing records and vendor information.

Sales Support & Customer Service

• Support the sales team with customer quotations, order entry, correspondence, and follow-ups.
• Prepare quotations for replacement parts and routine customer requests.
• Develop a working understanding of our furnaces, components, replacement parts, and technical specifications.
• Coordinate with engineering when technical clarification is needed.
• Maintain accurate customer, opportunity, and order information in our CRM system.
• Communicate professionally with customers regarding pricing, availability, order status, and delivery schedules.

Customer Invoicing & Accounting Administration

• Prepare and issue customer invoices accurately and promptly, generally the same business day or by the following morning once orders are ready for billing.
• Support our continued transition toward issuing all customer invoices through HubSpot.
• Ensure invoices and related transactions are accurately recorded in QuickBooks Online.
• Verify that invoices transfer correctly between systems and identify missing, incorrect, or duplicate records.
• Monitor accounts receivable and professionally follow up on overdue customer balances.
• Assist with routine accounts payable and other day-to-day accounting administration.
• Coordinate with our financial oversight team and outsourced bookkeepers to maintain accurate records.

Month-end closing, bank and credit card reconciliations, and payroll processing are handled separately.

Office & Business Administration

• Coordinate general office administration, business documentation, and records.
• Support communication between sales, engineering, production, vendors, and customers.
• Respond to general business inquiries when routed through our existing phone system.
• Assist company leadership with administrative projects and operational improvements.
• Identify opportunities to streamline processes, improve accuracy, and increase efficiency through technology and automation.

Required Qualifications

Candidates must meet the following requirements:

• Manufacturing experience: Professional experience working directly for a manufacturing company, with an understanding of manufacturing operations and the coordination required between departments.
• Accounting software experience: Hands-on professional experience using business accounting software for transactions such as invoicing, purchasing, accounts receivable, or accounts payable.
• CRM or ERP experience: Practical experience using a Customer Relationship Management (CRM) or Enterprise Resource Planning (ERP) system to manage customer information, orders, purchasing, or business workflows.
• At least 3 years of relevant experience in office management, business operations, purchasing, sales administration, accounting support, or related functions.
• Strong proficiency with Microsoft Excel, Outlook, and standard business software.
• Excellent organizational skills, attention to detail, and numerical accuracy.
• Technical aptitude and confidence interacting with engineers, production personnel, vendors, and customers.
• Strong communication skills and the ability to manage multiple priorities independently.
• Ability to work full-time, on-site in Warrington, PA.

Preferred Qualifications

• QuickBooks Online experience is strongly preferred.
• HubSpot CRM experience is strongly preferred.
• Experience with industrial equipment, machinery, metal fabrication, or technical manufacturing.
• Experience preparing technical quotations and replacement parts orders.
• Experience with manufacturing purchasing, vendor management, and order processing.
• Experience with accounting and CRM/ERP software integrations.
• Familiarity with AI tools, business automation, and process improvement.

Who We're Looking For

The right person will be organized, proactive, technically curious, and comfortable taking ownership of multiple business functions.

You'll enjoy understanding how equipment works, coordinating with engineers and production personnel, solving problems, and ensuring important transactions are completed accurately and on time.

We value individuals who take initiative, communicate clearly, follow through on commitments, and look for ways to improve how work gets done.

Our core values are Safety, Quality, Problem Solving, and Teamwork.

Compensation & Benefits

Annual Salary: $65,000–$80,000, depending on qualifications and experience.

The upper end of the range is reserved for an exceptional candidate with directly relevant manufacturing experience, demonstrated success in a substantially similar role, and a proven record of independently managing purchasing, invoicing, sales support, and business operations.

Benefits include:

• Health insurance
• Retirement plan
• Paid time off and holidays
• Opportunities for professional growth and expanded responsibilities
• The opportunity to make a direct impact at an established, growing American manufacturer

Position Details

Location: Warrington, Pennsylvania
Job Type: Full-time, on-site
Schedule: Monday through Friday
Reports To: President

If you have manufacturing experience, strong business systems skills, technical aptitude, and enjoy taking ownership of meaningful responsibilities, we encourage you to apply.

Lucifer Furnaces is an equal opportunity employer.

Pay: $65,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• How many years of experience do you have working directly for a manufacturing company?
• Do you have hands-on professional experience using accounting software to process invoices, purchase orders, accounts receivable, or accounts payable? If so, which one(s)?
• Do you have hands-on professional experience using a CRM or ERP system? If so, which one(s)?
• Are you able to work full-time, on-site in Warrington, Pennsylvania?

Work Location: In person

Salary : $65,000 - $80,000