Office Manager

FILAMATIC; Baltimore (MD); On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

3 weeks vacation

Health insurance

401(k) with company contribution

Paid holidays

Job summary

Filamatic, a division of National Instrument, LLC, is seeking an Office Manager who reports to the Director of Finance and the Director of People Operations. This small, family-run environment rewards ownership and cross-functional work across payroll, HR, and finance.

You’ll payroll for ~50 employees, manage benefits and onboarding, oversee timecards, vendor relationships, expenses, and tax forms, while handling confidential information with discretion.

Qualifications

• 5+ years supporting finance, HR, or operations.
• Ability to manage diverse tasks and reprioritize as needed.
• Experience with HRIS and accounting software such as QuickBooks.
• Experience handling confidential information with discretion.
• Strong organizational and communications skills.

Responsibilities

• Bi-weekly payroll processing for ~50 employees.
• Timecard verification and entry for hourly staff.
• Manage payroll vendor relationships and data.
• Assist with benefits programs and onboarding.
• I-9 verification and new-hire paperwork.
• Setup employees in payroll system.
• Reconcile PTO monthly.
• Support 401(k), HSA, and FSA administration.
• Prepare Sales Tax Returns with Finance Director.
• Maintain documentation repository.
• Process AP for related entities.
• Track company credit cards and expense reports.
• Concur expense reports and petty cash.
• Events coordination and office supplies.

Skills

Payroll

HR administration

Finance coordination

Confidentiality

Compliance

Tools

QuickBooks

HRIS

Concur

Timekeeping systems

Job description

Filamatic — A 3rd-Generation, Family-Owned Manufacturer

Join a company where your work is visible, your judgment is trusted, and no two days look the same. For over 70 years, National Instrument Manufacturing & Leasing Group, Inc has been family-owned and family-led, and we’re looking for an Office Manager who thrives in exactly that environment — one where you’ll handle a wide array of critical, time-sensitive, and often confidential tasks, work directly with the owners, and be the person who keeps the engine running.

About Us

National Instrument Manufacturing & Leasing Group, Inc is a 3rd-generation, family-run business comprised of two entities:

• Filamatic (~85% of operations) — we custom design and build industrial liquid filling and packaging machinery.
• National Instruments Leasing Group (~15%) — our real estate entity.

We’ve been around for over 70 years because we keep our core values at the center of everything we do. We’re customer-centric — just about every employee interacts with our customers at one point or another — and we work as a team, back each other up, and treat each other with the respect and dignity they deserve. That’s expected daily.

This is a small business in the truest sense: flat structure, direct access to leadership, and work that spans functions. The daily work will often come at the direction of the Director of Finance or the Director of People Operations, with miscellaneous tasks that come directly from the owners or in support of the real estate business. The vast majority focuses on Filamatic operations, but we are all part of the National Instruments family.

The Role

Reporting to the Director of Finance and Accounting with a dotted line to the Director of People Operations, the Office Manager handles a wide variety of tasks supporting both areas — and, regularly, the owners directly.

This role is ideal for someone who thrives on variety and ownership. In a small family-run business, the Office Manager is the connective tissue: you’ll move between payroll, HR support, finance, and owner-directed projects in the same week, often the same day. If you’ve worked in a family-owned or small business before, you’ll recognize the rhythm — and you’ll know how to keep many disparate plates spinning without losing track of the details that matter.

Responsibilities

Payroll & HR Administration

• Manage and process bi-weekly payroll for approximately 50 employees.
• Review and verify bi-weekly timecards and enter time for hourly employees.
• Manage the payroll vendor relationship, system, and data.
• Assist in administering benefits programs.
• Support onboarding of new employees, including I-9 verification through e-Verify and verification of all tax forms and new-hire paperwork.
• Set up new employees in the third-party payroll system.
• Reconcile PTO monthly.
• Support 401(k), H.S.A., and F.S.A. administration.
• Complete annual OSHA reporting.

Finance & Owner Support

• Support Owner’s Matters, including some accounts payable responsibilities for other entities (QuickBooks).
• Process calculated commission payments for 1099 sales representatives.
• Track, distribute, and manage company-issued credit cards
• Process expense reports using Concur and reconcile petty cash transactions.
• Prepare Sales Tax Returns for various states in partnership with the Director of Finance.
• Maintain a repository of documentation for the entities and the owners.

Office Operations & Events

• Order and manage inventory of office supplies.
• Ensure conference rooms are cleaned, stocked, and prepared for use at any time.
• Receive and distribute mail.
• Assist with on-site events.
• Handle ad-hoc requests from the owners — the kind of high-trust, varied work that defines a family-run business.

Requirements

• 5+ years of experience supporting finance, HR, or operations teams.
• Ability to handle a wide variety of disparate tasks and reprioritize responsibilities based on the needs of the business — this is the core of the role, not a nice-to-have.
• Experience with HRIS systems and accounting software such as QuickBooks.
• Experience working with confidential or sensitive information, with a firm understanding of how to handle confidential and personal information with discretion.
• Knowledge of compliance and reporting requirements.
• Highly organized, with excellent written and verbal communication skills.
• A self-starter who works well with minimal structure and direction — comfortable taking ownership in a small-business environment where priorities can shift quickly.

Preferred (Not Required)

• Experience working in a family-owned or small business, where wearing many hats is the norm.
• Prior exposure to owner-directed or executive-support work that requires discretion and judgment.
• Familiarity with both manufacturing and real estate operations.

Why Join Us

• Direct owner access and visible impact — your work is seen and valued by the people who run the company.
• Variety and ownership — a role that spans functions, with real responsibility across payroll, HR, finance, and operations.
• Stability and legacy — 75 years, 3rd-generation family ownership, and a business built to last.
• Culture over perks — a tight-knit, team-first environment where people back each other up.
• Trust and discretion — you’ll work closely with the owners on matters that require judgment and confidentiality.
• Growth — as a small business, we look internally first when new opportunities arise.

Compensation And Benefits

Salary Range: $50,000 – $75,000 per year

Benefits: 3 weeks of annual vacation, 10 paid holidays, 401(k) with company contribution, parental leave, and comprehensive health (3 plan options), dental, and vision coverage. Eligibility for insurance begins the first of the month following your start date and 401(k) begins after 60 days of employment.

About Filamatic

Filamatic, a division of National Instrument, LLC, is a leading manufacturer of industrial packaging machinery for the Pharmaceutical, Biotech, Diagnostic and Cannabis Industries. Our success over the last 70 years is attributable to exceeding customer expectations by providing products and services which offer a superior value proposition, creating a great working environment for our employees, hiring exceptionally qualified staff, and driving continuous process improvement.

Our Values represent the lens we use when making decisions that impact the company, employees, and our customers. Each person we add to our organization should reinforce these values. We seek out individuals who support/embrace these values. Filamatic core values are: Adherence to the Golden Rule, Continuous Improvement, Customer Centric, Takes Ownership, Persistence, Courage to be Curious, Resilient Mindset, and Practical Excellence. To learn more about the exciting work of Filamatic, please visit our website at www.filamatic.com and check out our capabilities on our YouTube video: https://youtu.be/ZKUhBt20GuU.

Employment opportunities are contingent on successfully completing a background check, drug test and physical as applicable based on the position.

Equal Opportunity Employer

National Instrument dba Filamatic is an equal opportunity employer. National Instrument dba Filamatic does not discriminate in employment with regard to actual or perceived race, color, creed, religion, national origin, citizenship status, ancestry, age, sex or gender(including pregnancy, childbirth, related medical conditions and lactation), gender identity or expression (including transgender status), sexual orientation, marital status, military service or veteran status, disability, protected medical condition as defined by applicable state or local law, genetic information or any other characteristic protected by applicable federal, state or local laws and ordinances