Job Description

Overview
We are seeking a dynamic and highly organized Office Operations Manager to lead and streamline the daily functions of our office environment in a busy CNC manufacturing setting. This pivotal role involves overseeing administrative processes, managing vendor relationships, coordinating events, HR roles, and supervising staff to ensure a smooth, efficient, and welcoming workspace. The ideal candidate will possess exceptional communication and organizational skills, a proactive mindset, and a passion for creating an optimal office experience for all team members. This paid position offers an exciting opportunity to influence our company's operational excellence and foster a positive work culture.

Job Responsibilities:

Front Office & Customer Interface

• Serve as the primary point of contact for incoming calls, visitors, and general inquiries
• Professionally represent the company to customers, vendors, and partners
• Route calls, messages, RFQs, and inquiries to appropriate departments
• Maintain a clean, organized, and welcoming front office environment

Accounts Payable & Receivable

• Process vendor invoices, match POs, and ensure timely accounts payable processing
• Generate and send customer invoices based on completed jobs and shipments
• Track receivables and follow up on outstanding balances as needed
• Maintain accurate financial records and documentation

Reconciliation & Financial Support

• Perform monthly reconciliation of bank statements, credit cards, and internal records
• Reporting and improvement: prepare basic weekly reports (open orders, aging AR, inventory low items); suggest small process improvements.
• Coordinate with external accounting/CPA as needed

Administrative Operations

• Manage office supplies, vendor services, and general office needs
• Maintain job files, customer records, and internal documentation
• Support scheduling, data entry, and reporting within E2 (Order Entry processing, sending acknowledgements)
• Assist with HR-related admin tasks: recruitment, pre-screening, onboarding paperwork, time tracking, personnel files, etc.
• Payroll and Benefits duties

CNC Shop Support

• Interface with production team on job status for invoicing and customer updates
• Help track job completion, shipping paperwork, and documentation
• Support continuous improvement of office workflows tied to shop operations

Requirements:

• 5+ years office or administrative experience; previous experience in a manufacturing/CNC shop preferred
• Proficient with Microsoft Office (Excel, Outlook). Comfortable learning ERP/MRP or QuickBooks.
• Strong organizational skills, attention to detail, reliable, and proactive.
• Good verbal and written communication; customer service orientation.
• High school diploma or equivalent; associate degree or coursework in business/office administration preferred.
• Willing to learn shop terminology and workflows.
• Ability to multitask in a fast‑paced environment and work onsite near shop floor.
• Basic math skills and comfort handling invoices/payments.
• KPIs: Customer response time, accuracy of order entry and invoices, on time shipment coordination, and Invoice aging / days sales outstanding (support role)
• Reports to Office Manager / General Manager or Owner.
• Onsite, Monday–Friday; occasional overtime during peak periods.
• Requires PPE when entering production area.

Benefits:

• Competitive salary (Negotiable)
• Position available on 1st (flexible start/end times) Onsite, Monday–Friday; occasional overtime during peak periods.
• Health insurance
• Paid time off
• Career growth opportunities

Interested? Apply Now!
Complete the following survey, prior to submitting your resume:

Send your resume to spease@unitedtoolllc.com or call 262.347.2004 for more details.

Pay: From $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Retirement plan
• Vision insurance

Experience:

• Office Administrative: 5 years (Required)

Work Location: In person

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