Office Manager Manufacturing

NAMEPLATE MANUFACTURERS OF AMERICA; Village of Farmingdale (NY); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading company in manufacturing seeks an experienced Office Manager to oversee the daily operations of their facility. The successful candidate will be responsible for managing invoicing, order processing, and coordinating communication with customers and vendors, ensuring the smooth flow of production documentation and office support.

Qualifications

• 3+ years in office administration, preferably in manufacturing.
• Familiar with invoicing, order processing, and accounting.
• Strong organizational and problem-solving capabilities.

Responsibilities

• Manage administrative tasks and coordinate meetings.
• Maintain production schedules and assist in issuing purchase orders.
• Communicate with customers regarding order statuses.

Skills

Organizational skills

Time management

Problem-solving

Education

3+ years of experience in office administration

Tools

ERP systems (SAP, QuickBooks, NetSuite, etc.)

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Job Summary:

We are seeking a detail-oriented and experienced Office Manager to support the daily administrative and operational functions of our manufacturing facility, with a primary focus on invoicing, order processing, production documentation, and vendor/customer coordination. This role ensures timely and accurate aspects of the manufacturing workflow.

Key Responsibilities:

Office Support:

Answer phones calls and provide customer service to customers and act as a liaison for our suppliers

Schedule all office tasks and prioritize where necessary

Maintain on time delivery; Follow up on all orders on hold with customer, and process orders internally on hold

Production & Operations Coordination:

Maintain and update production schedules, work orders, and manufacturing documentation.

Ensure accurate entry of production data into ERP or Manufacturing systems.

Assist with issuing purchase orders and managing inventory-related paperwork.

Customer & Vendor Communication:

Communicate with customers regarding open quotes(estimates), open orders (order status)

Access customer portals and upload data as required.

Work with vendors to confirm order details, shipment dates, and resolve any discrepancies.

Administrative & Office Management:

Manage administrative tasks including filing, data entry, office supply ordering, and document control.

Coordinate meetings, maintain records, and support the management team with reporting and scheduling.

Qualifications:

3+ years of experience in office administration, preferably within a manufacturing or industrial environment.

Strong experience with invoicing, order processing, and basic accounting procedures.

Familiarity with ERP systems (e.g., SAP, QuickBooks, NetSuite, or similar).

Excellent organizational, time management, and problem-solving skills.

Proficient in Microsoft Excel, Word, and Outlook.

Preferred Skills:

Knowledge of manufacturing documentation such as BOMs, work orders, and shipping documents.

Understanding inventory control and supply chain processes.

Equal Opportunity Statement:

We are an Equal Opportunity Employer. We believe in creating a diverse and inclusive environment and are proud to be an employer that provides equal employment opportunities to all employees and applicants. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other protected status in accordance with applicable federal, state, and local laws.