Office Manager (Administration/Human Resources/Finance)

Wellington Executive Search; New Jersey; Hybrid; USD 90,000 - 120,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401K with company match

Generous PTO

Job summary

Wellington Executive Search is seeking a hands-on professional to provide finance, HR, and administrative support to a manufacturing/import business in Warren, NJ. The role is hybrid with a minimum of three days at the office and includes coordinating payroll, benefits, and intercompany processes.

You will assist with budgeting, forecasting, cash flow, and financial reporting, partnering with leadership and an overseas finance team as needed. A US payroll background is essential.

Qualifications

• Hands-on finance and administration experience in a small business or subsidiary.
• Experience with cash management, payables, receivables, and payroll coordination.
• Knowledge of US payroll, benefits, and employment administration.

Responsibilities

• Provide finance, HR, and administrative support in a hybrid role.
• Monitor cash flow, manage payments, and forecast funding needs.
• Review invoices, approve payments, and handle intercompany payables.
• Support budgeting, forecasting, and ad hoc financial questions.
• Coordinate payroll processing and HR administration, including onboarding and I-9 records.
• Manage employee benefits, insurance enrollments, and vendor contracts.
• Maintain contracts, corporate records, and office administration.

Skills

Finance management

HR coordination

Administrative support

Payroll coordination

Cash flow

Budgeting

Intercompany accounting

Education

Accounting/Finance degree

US payroll knowledge

Tools

Excel

ERP/Accounting software

Job description

Reporting to the President, the purpose of this hands-on role is to provide finance, human resources, and general administrative support to our client company, a manufacturer and importer of food ingredients and food products from overseas. This is a hybrid role, with an expectation of working a minimum of three days per week at the company’s offices in Warren NJ.

• This job is chiefly concerned with management accountancy (not day-to-day bookkeeping), commercial support, and all administrative and Human Resources (HR) functions.

Primary Duties and Responsibilities:

Cash Flow and Treasury

• Monitor bank balances and customer receipts.
• Schedule supplier and intercompany payments.
• Manage short-term cash requirements and maintain a forward cash forecast.
• Explain changes and funding needs to the President and coordinate with Corporate Finance.

Accounts Payable and Expenses

• Review supplier invoices and payment runs.
• Approve within delegated authority and obtain other required approvals.
• Resolve discrepancies and supplier queries.
• Manage intercompany payables and prepayments, company card expenses and employee claims.

Accounts Receivable

• Review overdue debtor reports and incoming receipts.
• Work with the sales team on customer payment queries and collection follow-up.
• Escalate overdue balances and their effect on cash requirements.

Budgeting, Forecasting and Business Support

• Support the US annual budget process.
• Update expense forecasts, assess local business risks and model scenarios with the President and Corporate Finance.
• Review reports, explain variances and respond to ad hoc financial questions.

Payroll and HR Administration

• Co-ordinate payroll processing and review payroll inputs and outputs with the provider.
• Administer approved salary changes, bonuses, allowances, deductions and severance payments.
• Maintain employee records and coordinate onboarding, offboarding and employment documentation, including I-9 records, with appropriate advice.

Medical Plans and Employee Benefits

• Manage routine administration of medical plans and other benefits, including enrolments, changes, terminations, employee deductions and employer contributions.
• Liaise with providers on renewals, invoices, portal access and employee queries.

Office and Corporate Administration

• Manage office leases, utilities, internet, telephone services, and other vendors.
• Coordinate facilities, equipment, and office changes.
• Maintain contracts and corporate records.
• Co-ordinate business insurance renewals and certificates, corporate registrations, annual reports, and address changes with advisers.

Controls, Systems and Compliance

• Maintain routine banking and company card administration, user access, and payment controls.
• Co-ordinate action on government and official correspondence.
• Track local compliance requirements and work with payroll, tax and legal advisers and Corporate Finance to obtain specialist support where required.

Finance Coordination and Transition

• Provide timely US inputs and supporting records for month-end accounting, reconciliations, inventory accounting, reporting, audit, and tax work allocated to Corporate Finance or external advisers.
• Clarify responsibilities and handovers, document recurring processes, and support transition from the outsourced arrangement.

Key Skills/Knowledge/Experience/Other Requirements

Finance and Administration Experience

• Hands-on finance and administration experience in a small business or subsidiary, covering cash management, payables, receivables, and payroll coordination.

Financial Planning and Analysis

• Ability to prepare cash forecasts, budgets and scenario analysis and explain financial information in practical business terms.

US Payroll and HR Knowledge

• Working knowledge of US payroll, employee benefits, and employment administration.

Office and Corporate Administration

• Experience managing banks, service providers, office contracts, insurance administration, and corporate records.

Systems and Spreadsheet Skills

• Strong spreadsheet skills and confidence using accounting, banking, payroll, and benefits systems.

Accuracy, Confidentiality and Judgement

• Accuracy, discretion and sound judgement when handling financial and employee information.

Organization and Collaboration

• Ability to work independently, manage competing deadlines and coordinate effectively with local management and an overseas finance team.

Qualifications

• Relevant qualification in accounting, finance or business administration, or equivalent practical experience.

We offer the successful candidate a generous compensation package,

• medical, dental, and vision insurance
• 401K with company match
• generous PTO
• and more

Must be a US Citizen or have a Green Card in order to be eligible for this job. Our client is not offering Visa sponsorship or OPT work.