Office Manager / Bookkeeper (3 years experience minimum)

Office Manager / Bookkeeper – Food Manufacturing

Position Summary

The Office Manager / Bookkeeper manages daily office operations and maintains accurate financial and administrative records for a food-manufacturing company. This position supports accounting, purchasing, payroll, human resources, production, inventory, food safety, customer service, and company management.

The ideal candidate is highly organized, detail-oriented, trustworthy, and comfortable working in a fast-paced manufacturing environment.

Key Responsibilities

Bookkeeping and Accounting

• Record daily financial transactions accurately and promptly.
• Manage accounts payable and accounts receivable.
• Prepare customer invoices and monitor outstanding balances.
• Process vendor invoices and match invoices with purchase orders and receiving records.
• Prepare customer statements and follow up on past-due accounts.
• Enter bills, payments, deposits, credits, and journal-entry information.
• Reconcile bank accounts, credit cards, loans, and other balance-sheet accounts.
• Maintain the general ledger and organized supporting documentation.
• Prepare weekly cash-flow and accounts-receivable reports for management.
• Assist with monthly, quarterly, and year-end financial closing.
• Prepare financial reports, including profit-and-loss statements, balance sheets, and expense summaries.
• Maintain fixed-asset schedules and depreciation records.
• Coordinate with the company’s CPA, tax preparer, payroll provider, insurance broker, and financial institutions.
• Assist with sales-tax, payroll-tax, 1099, workers’ compensation, and other regulatory reporting.
• Support annual audits, insurance reviews, and tax-return preparation.
• Protect confidential employee, financial, customer, and company information.

Payroll and Human Resources Support

• Review employee timecards and process payroll accurately and on schedule.
• Maintain employee payroll, attendance, vacation, sick-leave, and benefit records.
• Process new hires, terminations, pay changes, deductions, and employee-information updates.
• Assist with employee onboarding, I-9 documentation, uniforms, training, and required workplace notices.
• Maintain confidential personnel files and workers’ compensation documentation.
• Coordinate with benefit providers and insurance brokers.
• Assist management with payroll and labor-cost reports.

Office Administration

• Oversee daily office operations, filing systems, correspondence, supplies, and office equipment.
• Answer phones, greet visitors, and coordinate communications with customers, suppliers, employees, and contractors.
• Schedule meetings and maintain management calendars.
• Prepare reports, correspondence, spreadsheets, and meeting notes.
• Organize company records according to document-retention requirements.
• Coordinate service providers, building maintenance, pest-control visits, and office vendors.
• Support senior management with administrative projects and confidential assignments.

Purchasing, Inventory, and Production Support

• Prepare purchase orders for ingredients, packaging materials, supplies, equipment, and outside services.
• Match purchase orders with receiving documents and vendor invoices.
• Maintain vendor pricing, payment terms, and contact information.
• Assist with raw-material, packaging, finished-goods, and inventory reconciliation.
• Investigate discrepancies between physical inventory, production records, and accounting records.
• Prepare production-cost, material-usage, yield, waste, and labor reports.
• Assist management with product-costing and margin analysis.
• Support order entry, shipment documentation, bills of lading, and customer invoicing.
• Coordinate with production, warehouse, purchasing, sales, and logistics personnel.

Food-Safety and Compliance Support

• Maintain supplier documents, product specifications, certificates of analysis, and insurance certificates.
• Assist with food-safety document control and recordkeeping.
• Maintain employee GMP, allergen, safety, and food-safety training records.
• Help prepare documentation for FDA, USDA, SQF, BRCGS, customer, and third-party audits, as applicable.
• Follow all GMP, hygiene, allergen-control, visitor, and workplace-safety requirements.
• Assist with traceability, mock-recall, complaint, corrective-action, and audit records when requested.

Qualifications

• Associate or bachelor’s degree in accounting, business administration, finance, or a related field preferred.
• At least three years of bookkeeping and office-management experience.
• Manufacturing or food-manufacturing experience strongly preferred.
• Working knowledge of accounts payable, accounts receivable, payroll, bank reconciliation, and general-ledger accounting.
• Proficiency with QuickBooks and Microsoft Office, especially Excel, Word, and Outlook.
• Experience with ERP, inventory, production, or warehouse-management software is preferred.
• Strong attention to detail and commitment to financial accuracy.
• Ability to manage multiple deadlines and work independently.
• Strong written, verbal, organizational, and problem-solving skills.
• High level of honesty, discretion, professionalism, and confidentiality.
• Bilingual English and Spanish or another workforce language is a plus.

Preferred Knowledge

• QuickBooks Desktop or QuickBooks Online
• Manufacturing inventory and product costing
• Payroll and payroll-tax procedures
• Food-manufacturing GMP requirements
• HACCP and preventive-controls programs
• SQF, BRCGS, FDA, or USDA recordkeeping
• Microsoft Excel formulas, pivot tables, and financial reporting

Physical and Workplace Requirements

• Ability to work primarily in an office located within a food-manufacturing facility.
• Ability to enter production and warehouse areas while wearing required personal protective equipment.
• Ability to sit, stand, walk, and use a computer for extended periods.
• Ability to lift files, records, or office supplies weighing up to 25 pounds.
• Must comply with all company food-safety, hygiene, GMP, and workplace-safety rules.

Position Details

• Job title: Office Manager / Bookkeeper
• Reports to: General Manager or Operations Manager
• Employment status: Full-time
• Typical schedule: Monday through Friday, with occasional overtime during payroll, month-end closing, audits, or inventory counts

Job Type: Full-time

Pay: $22.00 - $26.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Flexible schedule
• Paid time off

Application Question(s):

• How do you identify and correct bookkeeping discrepancies?
• How do you organize competing deadlines and urgent office requests?

Education:

• Associate (Required)

Experience:

• Quickbooks Enterprise: 3 years (Required)

Language:

• Spanish (Preferred)

Work Location: In person

Salary : $22 - $26