Office Manager

SHONAN MACHINERY AMERICA, INC.; Cincinnati (OH); On-site; USD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking an Office Manager to ensure seamless office operations and provide essential support to leadership and employees. This pivotal role involves managing bookkeeping tasks, overseeing office administration, and supporting human resources functions. The ideal candidate will have a minimum of 5 years in a similar role, proficiency in QuickBooks and MS Office, and excellent communication skills. Join a dynamic team where your contributions will enhance efficiency and drive the success of the organization in a fast-paced environment.

Qualifications

• 5+ years experience as an Office Manager or Administrative Assistant.
• Proficient in QuickBooks and MS Office applications.
• Excellent verbal and written communication skills.

Responsibilities

• Manage daily accounting tasks using QuickBooks.
• Oversee daily office operations and procedures.
• Assist with employee records management and onboarding.

Skills

QuickBooks

MS Office

SharePoint

CRM tools

Communication Skills

Bilingual (English/Japanese)

Tools

QuickBooks

MS Office

SharePoint

CRM tools

Job description

Position Overview:

The Office Manager ensures the seamless operation of the office by overseeing administrative tasks,

bookkeeping, and resource management while providing essential support to the company’s leadership and employees. This role is pivotal to maintaining efficiency and ensuring that daily office functions are executed smoothly and effectively.

Key Responsibilities:

Bookkeeping

·Manage daily accounting tasks using QuickBooks application (Desktop or Online).

·Process accounts receivable/payable, including billing, payment processing, and invoice management.

·Coordinate with external CPA for monthly closing, tax filings, and financial reporting to executive team (President and General Manager).

·Assist with payroll processing (bi-weekly or weekly, in coordination with payroll company).

Office Administration

·Oversee daily office operations and procedures.

·Manage office supplies, equipment, and utilities.

·Coordinate with vendors and service providers (e.g., leasing, utilities, maintenance).

·Maintain organized filing systems (physical and digital).

·Handle travel arrangements and expense reporting.

Human Resources Support

·Manage drug free environment in office as well as field working site.

·Track employee work hours, overtime, and attendance (weekly or bi-monthly).

·Assist with employee records management and onboarding tasks.

·Coordinate with management for employment-related documentation and investigations.

Insurance and Benefits Management

·Liaise with insurance providers (health, liability, etc.) to ensure timely updates on rates and policies.

·Stay informed of regulatory changes impacting employee benefits.

Office Coordination

·Maintain the office calendar and schedule meetings for office staff and leadership.

·Support management team with administrative tasks as needed.

·Ensure confidentiality in handling sensitive company information.

Skills and Qualifications:

·Minimum of 5 years in an Office Manager or Administrative Assistant role.

·Proficient in QuickBooks application

·Proficient in MS Office, SharePoint and CRM tools

·Excellent verbal and written communication skills; the ability to call, connect, and interact with potential customers

·Persuasive and goal-oriented

·Able to professionally and confidently communicate with C-Level Executives

·Languages: English

·Japanese bilingual and the experience in working a Japanese company (in the US) are preferred.

·Must be able to meet deadlines in a fast-paced quickly changing environment.