Office Manager bei Phoenix Laser Solutions

Office Manager – Phoenix Laser Weld

Location: Meadville, PA (On-site)
Department: Administration / Operations
Reports To: General Manager

About Phoenix Laser Weld

Phoenix Laser Weld specializes in precision laser welding and repair services, serving industries such as aerospace, automotive, tooling, and medical. Our success is built on precision craftsmanship, fast turnaround times, and an unwavering commitment to quality and service.

Position Overview

The Office Manager will serve as the central coordinator for Phoenix Laser Weld’s daily operations, while working closely with the Headquarters team in Meadville, PA to ensure alignment across processes. This role is responsible for maintaining smooth communication, accurate documentation, and efficient processing of customer orders from start to finish. It requires exceptional attention to detail, strong organizational skills, and a customer-first attitude.

Key Responsibilities

• Customer Interaction
  • Greet customers and visitors with professionalism and a positive attitude.
  • Serve as the first point of contact for phone, email, and in-person inquiries.
  • Assist with quotes, order confirmations, and customer follow-ups.
• Order & Job Management
  • Process incoming and outgoing customer orders accurately in the company system.
  • Coordinate with production and logistics teams to ensure timely shipment and delivery.
  • Track job progress through the shop and communicate status updates as needed.
  • Log and allocate employee hours to specific jobs to maintain cost accuracy.
  • Document all pertinent job details, changes, or customer communications to ensure traceability.
• Administrative Support
  • Maintain organized digital and physical records of jobs, invoices, and shipping documents.
  • Prepare shipping labels, packing lists, and coordinate pickups with carriers.
  • Support leadership with scheduling, purchasing coordination, and reporting as needed.
  • Monitor office supplies, equipment, and cleanliness of the front office area.

Qualifications

Required:

• 2+ years of experience in office administration, production coordination, or customer service (manufacturing or welding industry preferred).
• Strong computer skills (Microsoft Office, Excel, and ERP or job tracking systems).
• Exceptional organizational skills and attention to detail.
• Strong written and verbal communication abilities.
• Proven ability to multitask in a fast-paced, technical environment.

Preferred:

• Familiarity with laser welding, precision machining, or manufacturing workflows.
• Experience with shipping software (UPS, FedEx, or freight systems).
• Knowledge of ISO documentation and job tracking procedures.

Ideal Candidate Traits

• Professional, dependable, and self-driven.
• Thrives in a hands-on, collaborative team environment.
• Balances customer satisfaction with operational efficiency.
• Takes initiative to identify process improvements.

Compensation & Benefits

• Competitive pay (based on experience).
• Health, dental, and vision insurance.
• Paid time off and holidays.
• Simple IRA with employer contribution.
• Stable, growing company with advancement opportunities.