Assistant Office Manager

Position Summary

We are seeking a driven, detail-oriented Assistant Office Manager to join our team with a defined path toward taking over the full Office Manager role. This is a unique opportunity to work side-by-side with our current, long-tenured Office Manager to learn the systems, processes, and relationships that keep our office and customer operations running smoothly. You will play a critical role in daily operations while gradually assuming expanded responsibilities to ensure continuity and future leadership.

Key Responsibilities

• Support and coordinate day-to-day activities of front office staff to ensure consistent, high-quality operations.
• Serve as a point of contact for client communications; handle inquiries, returns, and service escalations professionally.
• Oversee accounts payable and accounts receivable: supervise the bookkeeper; ensure timely, accurate billing, collections, vendor payments, and monthly reconciliation.
• Manage outbound logistics operations: oversee staff responsible for scheduling freight and coordinating all customer shipments.
• Work closely with the current Office Manager to learn and eventually assume core responsibilities, including:
     - Oversight of internal administrative processes
     - Customer account management
     - Office documentation and recordkeeping
     - Cross-departmental coordination with operations and production teams
• Monitor active orders/projects to identify issues, risks, and opportunities early; align client expectations with internal capabilities.
• Ensure processes are followed and quality standards are met to support efficiency and profitability.
• Assist with onboarding, training, and day-to-day guidance of office staff as needed.
• Maintain organized office records and support compliance requirements.
• Develop a deep understanding of our ERP (Epicor) and related workflows; recommend and support continuous process improvements.

Qualifications

• 5 years in office administration, customer service leadership, or operations coordination (manufacturing environment preferred).
• Strong proficiency in Microsoft Office with excellent Excel skills (lookups, pivot tables, data cleanup).
• ERP experience preferred; Epicor familiarity is a plus.
• Excellent verbal and written communication skills; able to build strong relationships internally and externally.
• Highly organized and detail-oriented; able to prioritize, multitask, and meet deadlines in a fast-paced environment.
• Demonstrated initiative and ability to work with minimal supervision.
• High integrity and discretion handling sensitive financial information (AP/AR).

Core Competencies

• Ownership & Follow-Through — takes responsibility and drives tasks to completion.
• Communication & Service Orientation — sets clear expectations and resolves issues with tact and urgency.
• Planning & Organization — prioritizes effectively and allocates resources wisely.
• Delegation & Teamwork — empowers others, provides direction, and checks for understanding.
• Ethics & Integrity — acts consistently with company values and maintains confidentiality.