Job Summary: The Office Manager will play a crucial role in supporting the Product Development department by managing administrative tasks, coordinating logistics, facilitating communication, and handling financial documentation such as invoices and purchase orders (POs). This position requires a detail-oriented individual with excellent multitasking abilities and a strong understanding of the product development process and ERP systems.Key Responsibilities:
Administrative Support:- Manage daily office operations to ensure the Product Development team functions efficiently.
- Handle scheduling, calendar management, and travel arrangements for the team.
- Prepare and distribute meeting agendas, take minutes, and follow up on action items.
Logistical Coordination:- Organize and oversee the procurement of office supplies, equipment, and other resources needed by the Product Development team.
- Coordinate with vendors and service providers to maintain office equipment and facilities.
- Assist in planning and executing team events, workshops, and off-site meetings.
Communication Facilitation:- Serve as a liaison between the Product Development team and other departments, ensuring clear and effective communication.
- Assist in the preparation and distribution of internal communications, such as newsletters, updates, and reports.
- Manage and update project tracking systems and databases.
Documentation and Reporting:- Maintain accurate and organized records, including project documentation, financial records, and departmental files.
- Generate and analyze reports related to project timelines, budgets, and resource allocation.
- Assist in the preparation of presentations and reports for management review.
Financial Documentation Management:- Create and manage invoices and purchase orders (POs) to ensure timely and accurate processing.
- Work closely with the finance team to reconcile accounts and resolve any discrepancies.
- Ensure compliance with company policies and procedures regarding financial documentation.
ERP System Management:- Utilize the D365 ERP system to manage financial transactions, track project expenses, and generate reports.
- Ensure data accuracy and integrity within the ERP system.
- Provide training and support to team members on the use of the D365 ERP system.
Support Product Development Processes:- Work closely with the Product Development team to understand their needs and provide tailored support.
- Facilitate the onboarding process for new team members, ensuring they have the resources and information required to start effectively.
- Assist in managing project timelines, ensuring milestones are met and deadlines are adhered to.
Qualifications:
- Bachelor's degree in Business Administration, Management, or a related field preferred or Relevant Experience of 5 plus years
- Proven experience as an Office Manager, Administrative Assistant, or in a similar role.
- Excellent organizational and multitasking abilities.
- Strong written and verbal communication skills.
- Proficiency in office software (e.g., Microsoft Office Suite, Google Workspace).
- Experience with D365 ERP system is desired.
- Familiarity with project management tools and software (e.g., Asana, Trello) is a plus.
- Ability to work independently and as part of a team.
- Detail-oriented with a proactive approach to problem-solving.
- Understanding of the product development lifecycle and associated administrative needs is highly desirable.
EEO-M/F/DISABLED/VETS EMPLOYER