Office Services Manager in Batavia, Illinois at Wedi Corporation

JOB SUMMARY:

The Office Manager is responsible for overseeing the day-to-day administrative operations of the manufacturing facility, including office administration, vendor management, facility coordination, and support of operational and business functions. This role ensures efficient office procedures, supports plant leadership, maintains productive relationships with key vendors while continuously evaluating opportunities to improve service levels, reduce costs, and identify new supplier partnerships that support organizational goals. The Office Manager serves as a key liaison between operations, human resources, finance, and external partners to support overall business objectives

RESPONSIBILITIES:

· Manage daily office operations and administrative functions

· Develop, implement and maintain office procedures and best practices

· Oversee office supplies, inventory and some equipment (ie- phone system) to ensure uninterrupted operations including answering and directing of all company phone calls

· Assist leadership with scheduling, communications and special projects

· Manage and maintain company fleet vehicles, ensuring registrations, tolls, insurance and all related documentation and records remain current and up to date.

· Process invoices, purchase orders and expense reports

· Assist with budget tracking and administrative cost control

· Prepare routine reports, spreadsheets and assist in presentations as requested

· Support onboarding and orientation activities for new employees

· Support timekeeping, attendance tracking and payroll administration as needed

· Coordinate employee communications when requested

· Support continuous improvement initiatives through administrative and reporting functions

· Assist in maintaining records related to production, safety, training, and compliance activities

· Ensure compliance with company policies

· Partner with leadership team to support operational needs

· Coordinate travel (booking of flights, hotels, rentals etc.) for company guests and events

· Oversee planning and coordination of all company events/meetings (both onsite and offsite) by adhering to budget for each event

· Ensure visitors are greeted promptly when they arrive and briefed on safety rules and policies

· Maintain strong vendors relationships with existing vendors, suppliers and service providers to ensure consistent quality, responsiveness and cost-effective support

· Research, identify and qualify new vendors to support changing business needs and operational requirements.

· Solicit competitive bids and negotiate pricing, terms and service agreements to achieve cost savings and operational efficiencies

· Oversee uniform program and assist employees with uniform change requests

· Provide general administrative support to management team

· Sort and prepare incoming and outgoing mail

· Maintain a clean and organized workspace

· Other duties as assigned

· 3-5 years of administrative experience

· High school diploma or GED

· Valid Driver’s License with clean driving record to drive company vehicle on occasion

· Proficiency in MS Office Suite (Word, Excel, Outlook, Powerpoint)

· Excellent planning and organizational skills

· Excellent verbal and written communication skills

· Strong attention to detail

· Ability to work with others and independently

· Self-motivated

· Willingness to learn and grow

· Ability to handle confidential information with discretion

Additional Qualifications/PREFERRED:

· Associates Degree

· Ability to speak, read and write SPANISH is recommended and desired.

· Experience in a manufacturing industrial or production environment).

· Knowledge of payroll, HR administration and accounting processes

· Experience supporting leadership teams and cross-functional teams Proficient in MS Office Suite

Competencies:

· Leadership and team development

· Organization and attention to detail

· Customer service orientation

· Problem-solving and decision-making

· Financial and business acumen

· Adaptability and multitasking

· Process improvement mindset

· Confidentiality and professionalism

Physical Requirements:

· Ability to sit and work at a computer for extended periods.

· Occasional standing, walking, and movement throughout office and production areas.

· Ability to lift up to 25 pounds occasionally to move/relocate inventory

· May require occasional travel between company locations

· Regularly spend long hours sitting and using office equipment and computers

· Regularly move from sitting to standing positions effortlessly

· Regularly use hands and fingers to handle, control or feel objects

· Regularly speak clearly so listeners can understand

· Regularly understand the speech of another person

· Frequently bend to file and maintain files

Benefits

· Competitive salary

· Medical, dental, and vision insurance on DAY 1

· 15 Paid Time off Days annually(prorated year 1); 20 PTO days after 4 years

· 9 Paid company holidays

· 401(k) with up to 4% company match

· Company Paid Basic Life Insurance, Short-Term Disability, Long-Term Disability, and Basic Life Insurance

· Ancillary Accident plan offered

· Supplemental, Voluntary Life Insurance offered

· Tuition reimbursement available where applicable

· Professional development opportunities

As an equal opportunity employer, the company does not discriminate on the basis of (perceived or actual) race, traits that are often associated with race, color, religion, national origin, age, sex (including pregnancy), physical or mental disability, medical condition, genetic information, gender identity or expression, sexual orientation, marital status, protected veteran status, or any other legally protected characteristic. #ZR