Office Manager at XLI Manufacturing LLC – Rochester, New York

Job Title: Office Manager
Location: XLI Manufacturing, LLC 50 Jetview Drive Rochester, NY 14624
Job Type: Full-Time
Reports To: HR Manager

Position Overview:

We are seeking a highly organized and proactive Office Manager to oversee daily administrative operations and provide critical support across our Accounting, Human Resources, and Project Management functions. This is a dynamic, multi-faceted role ideal for a professional who thrives in a fast-paced environment and enjoys working collaboratively across departments.

Key Responsibilities:

General Office Management

• Oversee the smooth operation of the office, including supplies, vendor coordination, and facilities management.
• Serve as the primary point of contact for internal and external administrative communication.
• Maintain organized physical and digital filing systems.

Accounting Support

• Assist with accounts payable/receivable processes, invoice tracking, check deposits, and expense reporting, where needed.
• Coordinate with finance staff to prepare documentation for audits, tax filings, and budgeting.

Human Resources Support

• Assist in recruitment coordination, including posting job ads, scheduling interviews, and onboarding new hires.
• Maintain employee records and ensure compliance with company policies and legal requirements.
• Coordinate training sessions, staff meetings, and employee engagement activities.
• Help manage payroll documentation and timekeeping records.

Other Support

• Provide travel arrangements and trade show support
• Obtain COIs from outside vendors
• Support Project Management function, as needed
• Assist in planning/execution of company-wide events
• Maintain visitor management system
• Prep for customer/auditor visits (lunch/breakfast ordering, setup and teardown of conference room, etc)
• Act as primary contact for submitting all IT related tickets
• Assist with scheduling necessary trainings
• Handle the distribution of all incoming and outgoing mail

Qualifications:

• Proven experience in office management or administrative support roles.
• Strong familiarity with accounting principles and HR processes.
• Excellent organizational and multitasking abilities.
• Proficient in Microsoft Office Suite and project management tools (e.g., Asana, Trello, or similar).
• Strong written and verbal communication skills.
• Ability to handle confidential information with discretion.

Preferred Qualifications:

• Associate’s or Bachelor’s degree in Business Administration, Accounting, HR, or a related field.
• Experience with accounting software.
• Previous experience supporting project management teams.
• Familiarity with MS Office, QuickBooks and Adobe, preferred
• Experience working for a Manufacturing company, a strong plus

What We Offer:

• Competitive salary and benefits package.
• Opportunities for professional development and growth.
• Supportive, collaborative work environment.

Job Type: Full-time

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person