Hybrid Office Manager bei Custom Flavors

Position Summary and Purpose: 

The Office Manager ensures the smooth and efficient operation of the Concord site by overseeing administrative staff, managing office resources, and coordinating cross-departmental activities. This role is responsible for supervising front-desk and administrative functions, leading site-wide initiatives such as onboarding, events, and workspace planning, and serving as the primary point of contact for HR intake and basic system support (e.g., HRIS troubleshooting). The Office Manager plays a key role in maintaining a professional, organized, and well-supported workplace environment.

Essential Functions: 

Office and Facilities Management

• Monitor inventory and ensure office supplies, provisions, uniforms, and safety shoes are ordered and supplied.
• Oversee workspace setup for new hires, including tours, onboarding materials, I-9 completion, and scheduling for orientation videos.
• Plan and coordinate office-wide processes such as space planning, office moves, and facilities maintenance support.
• Manage company photos, wall displays, and other site presentation elements.
• Handle incoming/outgoing mail and coordinate deliveries.

HR and Employee Support

• Serve as the onsite HR point-of-contact for basic administrative matters, escalating benefits, leave, and employee relations issues to HR as needed.
• Coordinate interviews and onboarding logistics including scheduling and HR documentation.
• Maintain confidential employee information and assist with timekeeping and attendance tracking.
• Provide basic troubleshooting for HRIS access, reporting, and user questions.
• Coordinate site safety and training, including respirator fit tests, spirometry, and compliance-related activities.

Recognition, Events, and Culture

• Organize site events, employee recognition programs, and team lunches/raffles.
• Manage purchases for office needs and events using a company card, ensuring accurate tracking and budget adherence.

Supervision and Administration

• Provide direct supervision, task assignment, and performance feedback for administrative support staff.
• Serve as backup for receptionist duties, including phone coverage and greeting visitors.
• Support cross-department initiatives and special projects as assigned.

Desired Knowledge, Skills, and Abilities:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Familiarity with HRIS systems and ability to troubleshoot basic issues.
• Strong organizational, problem-solving, and multitasking skills with excellent attention to detail.
• Excellent verbal and written communication skills.
• Ability to handle sensitive information with a high level of confidentiality.
• Ability to work independently and collaboratively in a team environment.

Physical Demands:

The physical responsibilities described here must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is frequently required to sit, stand, bend, as well as talk and hear. Specific vision abilities required by this job include close vision. Must be able to regularly use hands to handle or feel objects, tools, or controls, reach with hands and arms, and climb stairs. The position requires the ability to occasionally lift, push, or pull office and lab products and supplies up to 25 pounds.

Working Conditions:

The position works in an office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, and fax machines.  The noise level in the work environment is typically quiet.

Position Type / Expected Hours of Work:

This is a full-time position. Standard days and hours of work are Monday through Friday, 8:00 am to 5:00 pm.

Education and Experience:

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• 3-5 years of experience in office administration or a similar role.
• Experience coordinating onboarding, interviews, or employee events preferred.
• At least 2 years of supervisory experience required
• Experience supporting a manufacturing site is preferred.