Office Manager

Scotts Miracle-Gro; Airdrie; On-site; CAD 52,000 - 65,000; Full time

Job summary

Scotts Miracle-Gro is seeking an Office Manager to direct and provide a broad range of administrative and operational activities at our Alberta facility. You will supervise 3+ staff, manage payroll reporting, accounts payable/receivable, shipping documents, and data records for production and inventory, while ensuring timely product deliveries and strong customer service.

The role involves coordinating with drivers, customers, and other departments, maintaining compliance with company

Qualifications

• Three to five years of office experience in a manufacturing or warehouse environment, including supervisory experience.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office suite or Google office software.
• Client focused and customer oriented approach required.
• Strong organizational skills and ability to multitask.
• Working knowledge of customer service, purchasing, distribution, marketing and financials; preferred knowledge of freight cost controls, dispatching, LTL carriers, accounts payable and payroll.

Responsibilities

• Supervises work activities of office staff.
• Assigns and directs work, interviews and recommends hiring, trains employees, evaluates work performance, recommends compensation levels and disciplinary action as appropriate.
• Provides administrative support including data entry, filing, reporting, and answering phone calls.
• Manages customer service for growing media orders, processes orders and responds to inquiries.
• Maintains personnel records, workers compensation records, OSHA logs, and payroll data.
• Prepares shipping documents for growing media products.
• Files and tracks freight rates, fuel taxes, and insurance certificates.
• May perform dispatching duties and coordinate deliveries with customers.
• Oversees accounts payable/receivable, processes invoices and purchase orders, maintains and reconciles accounts.
• Maintains inventory receipts and reports; supports site operation and special projects.
• Manages day-to-day office and dispatch operations and coordinates with departments; supports Health & Safety program.

Skills

Supervisory experience

Excellent communication

Strong organizational skills

Multitasking

Customer service orientation

Purchasing and distribution knowledge

Marketing and financials awareness

Vendor management

Tools

Microsoft Office

Google Workspace

Job description

Position Overview

This Office Manager is responsible for directing and/or providing a broad range of activities including customer service, maintenance of personnel records, payroll reporting, maintenance of data records for production and inventory, and maintenance and reconciliation of accounts payable and receivables. In addition, the Office Manager, is responsible for leading a team 3+ individuals that includes but not limited to assists with organizing and conducting activities to assure safe, cost-effective, on-time operating performance, assure product deliveries are timely, and communicates service issues to the appropriate personnel. This work is done in compliance with the procedures defined by the customer and in conformance with company procedures, which involves daily communication and interaction with drivers and customers.

The Office Manager may be required to work on holidays and weekends from time to time.

Specific Accountabilities

• Supervises work activities of office staff;
• Assigns and directs work, interviews and recommends hiring, trains employees, evaluates work performance, recommends compensation levels and disciplinary action as appropriate. Develops and encourages team rapport among office staff;
• Provides and directs administrative support which may include data entry, filing, reporting, and answering phone calls.
• Provides and directs customer service functions for the growing media orders including processing orders and responding to inquiries;
• Maintains plant personnel records, workers compensation records, accident and OSHA logs, and enters data for the payroll system;
• Provides and directs the preparation of all shipping documents necessary to legally ship growing media products.
• Files and tracks freight rates, fuel taxes, and insurance certificates.
• May also perform dispatching duties such as contacting carriers to pick up and deliver Scotts and Miracle Gro products, contacting customers to arrange delivery appointments, preparing daily shipping logs, and responding to inquiries;
• Responsible for the maintenance of all accounts payable and receivables at the plant level. Processes logs and files invoices and purchase orders, maintains and reconciles accounts payable accounts, petty cash fund and customer debits and credits.
• Maintains and generates inventory goods receipts, physical inventory documents and reports; Assists other supervisors and/or Plant Manager in the overall operation of the facility; performs special projects as requested;
• Responsible for the daily operations and the administration of the site’s office and dispatch; Working closely with the different departments (internally and externally) at various levels; Assisting in coordinating the Health & Safety Program for the company;
• Maintain office policies and other records as necessary;
• Manage relationships with vendors and service providers, ensuring that all items are invoiced and paid on time;
• Allocate available resources to enable successful task performance;
• Assign and monitor clerical, administrative and secretarial responsibilities and tasks among office team; Provide general support to visitors;
• Enter, manage and dispatch all orders within TMS;
• Arrange appointments and scheduling;
• Set up and maintain manual and computerized information filing systems;
• Direct any e-mail / phone calls / faxes or PDF files to the correct department or person; Responsible for order entry, using a check list for accuracy. This includes pick up/delivery addresses, contacts at each location, PO/SO/Reference #s, using our checklist to be thorough and precise;
• Resolving any issues regarding any order with the carrier brought to dispatch by Customer Service;
• To track and trace current loads; Inform the customer the whereabouts of their freight via email, or phone;
• May perform the same duties as workers supervised;
• Carry out any additional duties as assigned.

Requisite Qualifications

• Three to five years of office experience in a manufacturing or warehouse environment, including prior supervisory experience;
• Should have excellent written and verbal communication skills;
• Proficiency in Microsoft office suite or Google office software;
• Client focused and customer oriented approach is required;
• Strong organizational skills and able to multitask;
• Working knowledge of all facets of customer service, purchasing, distribution, marketing and financials. Preferred knowledge is freight cost controls, dispatching, Less than truckload (LTL) carriers, accounts payable and payroll;
• Ability to work independently & expeditiously, including working under tight timeframes and competing priorities;
• Demonstrated sound judgement, tact, initiative and flexibility;
• Focused on meeting commitments & customer satisfaction.

Scotts is an EEO Employer.

The Scotts Miracle-Gro Company (NYSE: SMG) is the world’s largest marketer of branded consumer lawn and garden products, with a full range of products for professional horticulture as well. Scotts Miracle-Gro has helped to grow the nearly $7 billion global consumer lawn and garden market through product innovation, industry-leading advertising efforts and its trusted brands.

The brands and products within our portfolio include: Scotts, Miracle-Gro, TomCat, Ortho, RoundUp, Bonnie Plants, Osmocote, Earthgro and Fafard.