Office Manager – Production Facility

Position Summary:

The Office Manager is responsible for overseeing the day-to-day administrative and financial functions of the office while helping ensure orders move accurately from order entry through production, invoicing, and payment. This position works closely with sales, production, receiving, accounting, vendors, and customers to make sure orders are accurate, costs are captured correctly, customers are taken care of, and financial records are complete.

Key Responsibilities:

• Invoicing & Job Costing: Review completed orders before invoicing; verify quantities, pricing, freight, setup charges, credits, and other billable costs; confirm vendor invoices are entered; review actual job costs against estimated costs; investigate unusual margins or missing costs; issue credits and corrected invoices when necessary. Job costing a significant part of the position. In a production environment, the Office Manager can be the final checkpoint making sure garment/product costs, decoration costs, freight, setup charges, outside services, credits, and other expenses are accounted for before an order is invoiced and closed.
• Accounting & Financial Tasks: Assist with accounts receivable and accounts payable; apply customer payments; monitor outstanding balances and follow up on past-due accounts; reconcile credit card and ACH transactions; review vendor statements; research discrepancies; maintain accurate customer account information; assist with month-end reporting and commission/job-cost reporting.
• Order & Production Administration: Review orders for complete and accurate information before and after production; verify purchase orders, customer approvals, artwork approvals, shipping information, tax information, and special instructions; communicate with production when information is missing or incorrect; help identify process problems before they reach the customer.
• Customer Service: Handle customer questions regarding orders, invoices, payments, delays, backorders, shipping, credits, and order discrepancies; resolve problems professionally; coordinate with sales and production to provide customers with accurate information; follow through until issues are resolved.
• Office Management: Oversee daily office workflow; establish procedures and accountability; help prioritize workloads; train and support office staff; ensure information is entered accurately into company systems; maintain organized customer and financial records; identify recurring errors and recommend process improvements.
• Management Support: Provide ownership/management with information regarding outstanding receivables, job profitability, customer issues, production/order problems, and financial discrepancies; help develop procedures that improve accuracy, efficiency, profitability, and customer service.

Looking for attention to detail and follow-through, not just general office experience. This person needs to be comfortable asking, “Does this order make financial sense, is everything accounted for, and is it ready to invoice?”

Experience in invoicing, A/R, A/P, job costing, Excel, accounting software, customer service, and supervising office processes. Manufacturing, printing, promotional products, apparel decoration, or another job-based production environment would be especially valuable.