Assistant Office Manager

Assistant Office Manager - Victory Machine & Fabrication

Victory Machine & Fabrication is a precision machining and metal fabrication company operating at record production volumes. Backed by Heartland Growth Partners, Victory is building a true regional platform in industrial services – rigging, millwrighting, fabrication, and precision machining – serving a blue-chip customer base with 24/7/365 fast-response capabilities. As the business scales across sales, operations, and systems, we are strengthening our office to support that growth. This is a hands-on, high-ownership environment where the right person can shape how the office & business operations runs for the long term.

Job Summary

The Assistant Office Manager aids in the customer-facing and administrative operations that keep Victory running day to day: order management, customer service, office and HR administration, purchasing, and the systems and processes behind them. This role partners closely with Finance, providing administrative support on AR and AP while Finance owns accounting, payroll, and reporting.  There is opportunity for career and team growth for a successful candidate. It is a hands-on role for an experienced operator who can take ownership quickly, bring order to fast-moving processes, and build repeatable routines the business can scale on, and build trusting relationships.

Key Responsibilities

• Own & execute order management end to end: converting estimates to quotes, quote-to-order processes, order-to-pay processes, PO entry, customer-portal management, and order cost reconciliations, other documentation.

• Own and execute customer service: inbound triage, customer communication, inquiry intake and routing (including after-hours coverage), and clean handoffs to operations

•  Maintain customer and job data integrity across the ERP (E2) and CRM (HubSpot).

•  Aid in & execute HR administration: onboarding, benefits, employee records, and compliance files.

•  Provide administrative support to Finance on AP and AR, and supply clean inputs such as PO entry and job-cost and time-entry coding.

•  Provide administrative support to Finance & Operations: procure to pay, vendor records, insurance certificates, and license renewals.

•  Manage office administration: supplies, events, facilities coordination, and general support to leadership.

•  Document processes into clear SOPs, and establish cross-training and a named backup for every recurring process.

Qualifications

• 5 years in office/operations management, order management, or back-office operations, ideally in manufacturing, machining/fabrication, or a comparable industrial or B2B environment.

• Degree - Preferred

• Hands-on experience owning order management or quote-to-cash operations: translating estimates to quotes, customer order processing, PO and customer-portal management, and order reconciliation.

• Experience using an ERP for order flow and job management; E2 experience strongly preferred (comparable manufacturing ERP acceptable).

• Direct experience with AR/AP administration workflows and Accounting software (e.g., Quickbooks)

• Demonstrated ability to build and document SOPs and stand up repeatable processes.

• Strong customer-facing communication and the maturity to coordinate across finance, operations, estimating, and customer teams.

• Self-directed, detail-oriented, and comfortable bringing structure to fast-moving or legacy processes

• Demonstrated internal & external relationship and trust building in new environments

• HubSpot (or comparable CRM) and HR administration experience a plus.

• Experience in a high-growth or private-equity-backed company, or through an ERP implementation, a plus.

Compensation & Benefits

• Competitive base salary

• Comprehensive benefits, including medical, dental, and vision coverage

• 401(k) retirement plan

• Paid time off and company-paid training and development

Additional Information

• Full-time, on-site position based at Victory Machine & Fabrication, Sidney, Ohio.

Victory Machine & Fabrication is an Equal Opportunity Employer.