Office Administration Manager

Fehr Warehouse Solutions Inc.; Charlotte (NC); On-site; USD 65,000 - 100,000; Full time

Benefits offered by this job

Competitive salary

Medical, dental, and vision insurance

401(k) retirement plan

Job summary

Fehr Warehouse Solutions Inc. is seeking an Office & Administration Manager to handle daily administrative and accounting operations supporting its U.S. and European activity.

Reporting to the President, the role focuses on office operations, project-cost reporting, HR administration, and coordination with external counsel, insurers, and partners. The successful candidate will improve processes, strengthen internal controls, and enable growth by ensuring accurate financial records, timely

Qualifications

• Business/admin/finance degree or equivalent experience.
• 5+ years in business admin, accounting, or finance, preferably international/industrial/project-based.
• Experience with project accounting, intercompany transactions, and revenue recognition preferred.
• Experience in accounting closing processes and general ledger.

Responsibilities

• Oversee office operations, calendars, travel, vendors, and workplace organization.
• Coordinate onboarding/offboarding, benefits, payroll and HR records.
• Manage accounts payable/receivable, invoicing, and month-end close.
• Track project costs and support billing, cost allocation, and variance reporting.
• Prepare clear project reports on variances, cash needs, and overdue receivables.

Skills

Fluent English

Strong organizational skills

Analytical skills

Problem-solving

Communication skills

Education

Bachelor's degree in business administration, accounting, finance or related field

Tools

QuickBooks

Expensify

Microsoft Excel

Job description

Full-time|On-site|Indian Trail, North Carolina

This position combines hands-on administrative and accounting responsibilities to support Fehr's expanding U.S. operations. Reporting directly to the President, the role works closely with Fehr's European organization as well as external professional advisors to ensure efficient business operations, financial management, and organizational support.

About Fehr

Fehr is a global leader in automated storage and material handling solutions for long and flat products. For more than 70 years, we have combined Swiss precision, innovation, and dependable technology to deliver solutions ranging from manually operated storage towers to fully automated warehouse systems integrated with saws, lasers, and robotic handling equipment. Fehr Warehouse Solutions Inc. supports our customers throughout the United States with project execution, commissioning, service, and long-term partnership.

The Position

The Office & Administration Manager handles the day-to-day administrative and accounting operations of Fehr Warehouse Solutions Inc. The position is responsible for office operations, operational accounting, project-cost reporting and benefits administration, and coordination with the company's external legal counsel, insurance advisors, and other professional partners. The successful candidate will improve daily administration, strengthen internal controls, and build efficient processes that support continued growth.

Key Responsibilities

Office & Business Support

• Oversee office operations, including correspondence, filing systems, calendars, meetings, travel arrangements, vendors, supplies, and general workplace organization.
• Support the planning and administration of trade shows, customer events, company meetings, and other business activities.
• Develop, document, and continuously improve financial and administrative procedures to increase efficiency, accuracy, consistency, and internal control.
• Coordinate effectively with colleagues in the United States and Europe, as well as customers, suppliers, and outside partners.
• Manages the spare sparts warehouse.

HR & Corporate Administration

• Prepare and review employee expense reports and timekeeping.
• Coordinate employee onboarding and offboarding, personnel records, benefits administration, workers' compensation, and other HR administration.
• Support insurance renewals, claims, corporate registrations, business licenses, contracts, and other company documentation.
• Coordinate employment-based immigration and visa matters with external legal counsel; maintain required records and deadlines.
• Handle daily accounting activities, including accounts payable, accounts receivable, customer invoicing, collections, cash receipts, and bank reconciliations.
• Coordinate the monthly, quarterly, and annual closing processes, including account reconciliations.
• Maintain accurate intercompany accounts and support foreign-currency and cross-border transactions.

Project & Operational Accounting

• Track project costs, commitments, billing milestones, for equipment projects and service assignments.
• Work with project management, service, sales, customers, and suppliers to ensure accurate and timely billing, cost allocation, and issue resolution.
• Develop clear reports that identify project variances, overdue receivables, cash requirements, and other items requiring management attention.

Qualifications

• Bachelor's degree in, business administration, accounting, finance or a related field, or an equivalent combination of education and relevant experience.
• At least five years of progressive experience in business administration, accounting, or finance, preferably within an international, industrial, project-based, construction, or capital-equipment environment.
• Strong working knowledge of accounts payable, accounts receivable, general ledger accounting and month-end closing.
• Experience with project accounting, job-cost reporting, revenue-recognition support, and intercompany transactions is strongly preferred.
• Hands-on experience with QuickBooks; Expensify and advanced Microsoft Excel skills.
• Demonstrated ability to improve processes, maintain accurate records, protect confidential information, and operate with sound judgment and attention to detail.
• Strong organizational, analytical, problem-solving, and communication skills, with the ability to manage competing priorities independently.
• Fluent English is required. German-language skills are beneficial due to regular collaboration with colleagues at Fehr's European organization but are not required.

What We Offer

• Competitive salary based on experience, education, and qualifications.
• Medical, dental, and vision insurance with an employer contribution.
• 401(k) retirement plan with a company match of up to 6%.
• 15 days of paid vacation and 10 days of paid sick leave.
• Paid company holidays.

A broad, visible role in a growing international organization with direct access to company leadership.

Fehr Warehouse Solutions Inc. is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other status protected by applicable law. Reasonable accommodations are available to qualified applicants and employees with disabilities.