Office Manager

Nautilus International Holding Corporation; Town of Florida (NY); On-site; USD 52,000 - 72,000; Full time

Benefits offered by this job

Paid vacation and holidays

Health, dental and vision insurance

Employee Assistance Program (EAP)

Pet insurance

Job summary

Nautilus International Holding Corporation is seeking an Office Manager I to handle administrative duties including scheduling, onboarding and HR record management. The role involves coordinating orientations, processing payroll data, invoicing support, and managing office budgeting and supplies.

The successful candidate will have strong computer skills, experience with scheduling and payroll systems, and excellent communication.

Qualifications

• High School diploma or equivalent required.
• Experience in an office environment providing management support.
• Experience with scheduling and payroll systems.

Responsibilities

• Schedule personnel through the company scheduling system.
• Schedule TSS orientations, MTSA and Screener training.
• Review time and attendance systems and payroll approvals.
• Prepare invoicing reports for Operations Manager approval.
• Collate timecards and expenses for invoicing.
• Update HR management system for employee status changes.
• Order and manage uniforms and office supplies.
• Communicate with employees, vendors, customers and colleagues.

Skills

Scheduling

Payroll systems

Office administration

Microsoft Word & Excel

Data input

Communication skills

Attention to detail

Education

High School diploma or equivalent

Tools

UKG

Payroll systems

Job description

Terminal Security Solutions (TSS) is a maritime security services firm providing customer service-focused solutions coupled with tailored operating procedures, cutting-edge training programs, security technology and the requisite oversight to operate in today’s heavily-regulated and fast-paced cruise, cargo, and port industries. Our mission is to consistently deliver safe, efficient, innovative and environmentally responsible maritime operational solutions for our customers.

Position Summary

The Office Manager I is responsible for performing administrative duties that could include local personnel hiring, personnel processing (scheduling system management and data input), personnel scheduling, TSS orientations, organize and maintain permanent files and office supplies and uniform ordering and management.

Essential Duties and Responsibilities

Responsibilities include but are not limited to:

• Responsible for personnel scheduling through the company scheduling system.
• Scheduling TSS orientation, MTSA and Screener training.
• Reviewing time and attendance system and/or timesheets and exception cards for payroll processing for Operations Manager approval for final processing.
• Prepare invoicing reports for the Operations Manager approval for final billing.
• Collate timecards, applicable back-up and expenses for Safeguard invoicing for the Operations Manager approval for final billing.
• Update the HR management system for all employee status changes.
• Personnel uniform ordering, inventory, and management.
• TSS office supply and equipment ordering and management of the office budget.
• Communicates with employees, vendors, customers and internal and external department via telephone or written correspondence.
• Local personnel recruiting and personnel hiring (not applicable if office has a recruiter).
• Opens, sends and distributes department mail.
• Answers telephone calls and takes messages for the Operations Manager and staff.
• Maintains department files and training records.
• Communicates with Human Resources Department in conjunction with the Operations Manager to ensure all labor regulations are adhered to and forms, procedures and other documentation are received and updated.
• Assists in answering employee’s questions regarding company benefits and payroll.
• Make arrangements for receiving, packing and shipping items via UPS, Federal Express, US Mail, messenger pickup and maintains detailed records.
• Maintains the Department of Agriculture portal current to ensure compliance with the state.
• Delivery of weekly payroll checks.
• Ensure labor law posters are up to date.
• In conjunction with the Operations Manager advise NIHC HR of all employees’ disciplinary issues.
• Assists operations management with other duties as needed.

Qualifications

Required:

• Education: A High School diploma or equivalent is required.
• Experience:
  • Experience in an office environment providing management support.
  • Experience with scheduling and payroll systems.
• Licenses: A valid driver’s license.
• Knowledge:
  • Strong computer background with knowledge of current version of word processing software and spreadsheet software (Mail Merge, V-lookup, Pivot Tables).
• Skills:
  • Ability to accurately prepare and analyze numerical data.
  • Professional demeanor with the ability to create a positive first impression.
  • Ability to communicate effectively with current and prospective customers, management and staff.
  • Strong verbal and written communication skills.
  • Ability to listen carefully and act decisively on information received verbally.
  • Strong attention to detail.
  • Strong organizational skills, with discretion in handling confidential personnel information.

Preferred:

• Additional Experiences: Experience with UKG a plus.

Physical Demands & Work Environment

• Physical Demands: The physical demands described here represent those that are typically required to perform the essential functions of this position. This role requires the ability to see, hear, speak, and communicate clearly. Manual dexterity is needed for operating standard office equipment, and the position requires the ability to remain seated for extended periods. The position may occasionally involve lifting items up to 10 pounds and may require occasional travel to meet accountabilities.
• Work Environment: Work is typically performed in a clean, well-lit, and climate-controlled office environment with low to moderate noise levels. Occasional visits to field locations may be required.
• Paid vacation and holiday pay.
• Health, dental and vision (employee contribution required).
• Employee Assistance Program (EAP).
• Pet insurance (employee contribution required).

Why Join Us

At Nautilus, our people are our most valuable asset. We foster a collaborative, inclusive environment where team members feel valued, supported and empowered to grow with us. Whether you are starting your career or looking for the next step, we are committed to investing in your development, offering clear pathways for advancement, ongoing training and leadership development.

With operating areas across CA, FL, IN, NC, NJ, SC, TX and WA, we continue to impact diverse communities and industries. Nautilus International Holding Corporation and its subsidiaries are Equal Opportunity Employers . All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, age, disability, protected veteran status, or any other legally protected status.

If you require reasonable accommodation to apply for a position or to perform the essential functions of a role, please contact [e-mail] .

This job description is not intended to be an employment contract or guarantee of employment. Employment with Nautilus International Holding Corporation is at-will, meaning either the employee or the company may terminate the employment relationship at any time, with or without cause or notice. This job description may be modified at any time at the sole discretion of the company.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.