Location: Miamisburg,OH, USA
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