Job Details

Office Manager

Position Summary

The Office Manager is responsible for overseeing the daily administrative operations of the office while ensuring the accuracy and integrity of customer pricing, promotional activity, and bill back processing. This role serves as a central support position for office coordination, customer service, accounting support, and operational communication.

Key Responsibilities

Office Administration & Operations

• Oversee day-to-day office operations to ensure efficiency and organization
• Coordinate communication between departments including sales, accounting, and warehouse
• Serve as a primary point of contact for internal administrative support
• Help maintain company procedures, documentation, and workflow organization
• Assist leadership with special projects and operational support as needed

Customer Pricing Management

• Maintain and update customer-specific pricing within company systems
• Review pricing discrepancies and resolve issues in a timely manner
• Verify pricing accuracy to help protect company margins

Promotions Coordination

• Set up and track customer promotions, discounts, and special pricing programs
• Communicate promotional details internally to ensure proper execution
• Monitor promotional timelines and documentation

Bill back Processing & Administrative Accounting Support

• Review, validate, and process customer bill backs and deductions
• Ensure bill backs align with approved pricing and promotional agreements
• Investigate discrepancies and collaborate with internal teams to resolve issues
• Assist with administrative accounting tasks including documentation, reporting, and record keeping
• Support communication related to deductions, credits, and customer inquiries

Data Accuracy & Reporting

• Assist in generating reports related to sales, promotions, deductions, and operational tracking
• Utilize Excel and company software systems to organize and maintain accurate information
• Identify opportunities for process improvements and operational efficiencies
• Assist with implementation and maintenance of process documentation tools such as Scribe and workflow systems such as Wrike

Qualifications

Required

• Strong organizational skills and attention to detail
• Ability to prioritize multiple tasks and meet deadlines
• Strong communication and problem-solving skills
• Basic to intermediate Microsoft Excel skills
• Professional and dependable work ethic
• Ability to work independently while supporting a collaborative team environment

Preferred

• Experience in office management, administrative coordination, pricing, billing, or accounts receivable
• Familiarity with promotions, deductions, or bill back processes
• Experience in food distribution, wholesale distribution, logistics, or similar industries
• Experience with workflow management systems, SOP documentation, or operational process improvement

Physical Requirements

• Position requires primarily sitting for extended periods of time
• Occasional bending, squatting, climbing, lifting, and reaching may be required

Compensation & Schedule

• Compensation Range: $27 $32 per hour
• Full-time position
• Monday Friday schedule