Office Manager

Barnhart; Philadelphia (Philadelphia County); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Competitive salary based on experience

Performance-based bonus

Family Medical, Dental, Vision

401(k) with up to 10% company match

Paid Time Off

Barnhart CARES program

Job summary

Barnhart is seeking an Office Manager to be the central point of coordination for branch administrative and operational support. You will oversee office systems, financial processes, compliance, and employee administration to ensure smooth day-to-day operations.

Responsibilities include onboarding, expiring qualifications tracking, PTO scheduling, A/R and A/P management in IFS, procurement, project support, safety meetings, and supervision of a part-time admin assistant.

Qualifications

• Proficiency in Microsoft Office Suite and familiarity with ERP systems (IFS preferred).
• Strong organizational skills with the ability to multi-task and prioritize effectively.
• Excellent written and verbal communication skills.
• Valid driver’s license required.
• Self-motivated, detail-oriented, and team-oriented.
• Ability to plan, organize, and execute daily requirements independently.
• Must pass drug test, fit-for-duty test, and background check.

Responsibilities

• Oversee new hire onboarding, including IT and HR setup, Fit-for-Duty (FFD) scheduling, and DOT/background checks.
• Maintain and communicate upcoming expirations for critical qualifications (BCR Qual Cards, CDL licenses, CDL Med Cards, NCCCO certifications).
• Manage PTO calendar and submit weekly time for all branch employees.
• Handle branch receivables: prepare invoices, send to customers, and follow up on outstanding payments; maintain payment portal accounts for key customers.
• Receive, code, and enter invoices into IFS; resolve payment issues or defaults promptly.
• Process bi-weekly credit card transactions and reconcile statements.
• Oversee procurement of office and shop supplies, including Amazon orders.
• Generate and maintain job files; assist with project management tasks such as timesheet reviews, vendor coordination, permits, and travel arrangements.
• Post monthly safety meetings and materials.
• Supervise one part-time administrative assistant responsible for Fuelman, CLC, and Visa statement reconciliations, voicemail management, and other assigned duties.
• Ensure compliance with company policies and safety standards.
• Perform other administrative duties as assigned by the Branch Manager.

Skills

Microsoft Office Suite

ERP systems familiarity (IFS preferred

Organizational skills

Written and verbal communication

Driver's license

Self-motivated

Detail-oriented

Team-oriented

Drug test / background check

Tools

IFS ERP

Job description

Position Summary:

The Office Manager serves as the central point of coordination for all branch administrative and operational support functions. This role ensures smooth day-to-day operations by managing office systems, financial processes, compliance requirements, and employee administration.

Key Responsibilities:

• Employee Administration & Compliance
  • Oversee new hire onboarding, including IT and HR setup, Fit-for-Duty (FFD) scheduling, and DOT/background checks.
• Maintain and communicate upcoming expirations for critical qualifications (BCR Qual Cards, CDL licenses, CDL Med Cards, NCCCO certifications).
• Manage PTO calendar and submit weekly time for all branch employees.
• Financial Management
  • Handle branch receivables: prepare invoices, send to customers, and follow up on outstanding payments; maintain payment portal accounts for key customers.
• Manage branch payables: receive, code, and enter invoices into IFS; resolve payment issues or defaults promptly.
• Process bi-weekly credit card transactions and reconcile statements.
• Procurement & Office Operations
  • Oversee procurement of office and shop supplies, including Amazon orders.
• Generate and maintain job files; assist with project management tasks such as timesheet reviews, vendor coordination, permits, and travel arrangements.
• Post monthly safety meetings and materials.
• Team Leadership
  • Supervise one part-time administrative assistant responsible for Fuelman, CLC, and Visa statement reconciliations, voicemail management, and other assigned duties.
• Additional Responsibilities
  • Ensure compliance with company policies and safety standards.
• Perform other administrative duties as assigned by the Branch Manager.

Required Qualifications:

• Proficiency in Microsoft Office Suite and familiarity with ERP systems (IFS preferred).
• Strong organizational skills with the ability to multi-task and prioritize effectively.
• Excellent written and verbal communication skills.
• Valid driver’s license required.
• Self-motivated, detail-oriented, and team-oriented.
• Ability to plan, organize, and execute daily requirements independently.
• Must pass drug test, fit-for-duty test, and background check.

Barnhart Offers:

• Competitive salary based on experience, plus performance-based bonus
• Comprehensive benefits package, including:
  • Family Medical, Dental, and Vision Insurance
• Barnhart CARES program, offering family support and community service opportunities
• 401(k) program with up to 10% company match
• Paid Time Off (PTO) and additional leave benefits

PURPOSE – Barnhart is built on a strong foundation of serving others. The fruit of our labor is used to grow the company, care for our employees, and serve those in our communities and around the world.

MINDS OVER MATTER – Barnhart has built a nationwide reputation for solving problems. We specialize in the lifting, heavy-rigging, and heavy transport of major components used in American industry.

NETWORK – Barnhart has built teams that form one of our industry’s strongest networks of talent and resources with over 60 branch locations across the U.S. working together to serve our customers. This growing network offers our team members constant opportunity for career growth and professional development.

CULTURE – Barnhart has a strong team culture -- the “One TEAM.” We are looking for smart, hard-working people who strive for excellence in their work and appreciate collaboration. Join a team that values Safety, Servant Leadership, Quality Service, Innovation, Continuous Improvement, Fairness, and Profit with a Purpose.

EOE/AA Minority/Female/Disability/Veteran