Office Manager / Bookkeeper – Food Manufacturing
Position Summary
The Office Manager / Bookkeeper manages daily office operations and maintains accurate financial and administrative records for a food-manufacturing company. This position supports accounting, purchasing, payroll, human resources, production, inventory, food safety, customer service, and company management.
The ideal candidate is highly organized, detail-oriented, trustworthy, and comfortable working in a fast-paced manufacturing environment.
Key Responsibilities
Bookkeeping and Accounting
- Record daily financial transactions accurately and promptly.
- Manage accounts payable and accounts receivable.
- Prepare customer invoices and monitor outstanding balances.
- Process vendor invoices and match invoices with purchase orders and receiving records.
- Prepare customer statements and follow up on past-due accounts.
- Enter bills, payments, deposits, credits, and journal-entry information.
- Reconcile bank accounts, credit cards, loans, and other balance-sheet accounts.
- Maintain the general ledger and organized supporting documentation.
- Prepare weekly cash-flow and accounts-receivable reports for management.
- Assist with monthly, quarterly, and year-end financial closing.
- Prepare financial reports, including profit-and-loss statements, balance sheets, and expense summaries.
- Maintain fixed-asset schedules and depreciation records.
- Coordinate with the company’s CPA, tax preparer, payroll provider, insurance broker, and financial institutions.
- Assist with sales-tax, payroll-tax, 1099, workers’ compensation, and other regulatory reporting.
- Support annual audits, insurance reviews, and tax-return preparation.
- Protect confidential employee, financial, customer, and company information.
Payroll and Human Resources Support
- Review employee timecards and process payroll accurately and on schedule.
- Maintain employee payroll, attendance, vacation, sick-leave, and benefit records.
- Process new hires, terminations, pay changes, deductions, and employee-information updates.
- Assist with employee onboarding, I-9 documentation, uniforms, training, and required workplace notices.
- Maintain confidential personnel files and workers’ compensation documentation.
- Coordinate with benefit providers and insurance brokers.
- Assist management with payroll and labor-cost reports.
Office Administration
- Oversee daily office operations, filing systems, correspondence, supplies, and office equipment.
- Answer phones, greet visitors, and coordinate communications with customers, suppliers, employees, and contractors.
- Schedule meetings and maintain management calendars.
- Prepare reports, correspondence, spreadsheets, and meeting notes.
- Organize company records according to document-retention requirements.
- Coordinate service providers, building maintenance, pest-control visits, and office vendors.
- Support senior management with administrative projects and confidential assignments.
Purchasing, Inventory, and Production Support
- Prepare purchase orders for ingredients, packaging materials, supplies, equipment, and outside services.
- Match purchase orders with receiving documents and vendor invoices.
- Maintain vendor pricing, payment terms, and contact information.
- Assist with raw-material, packaging, finished-goods, and inventory reconciliation.
- Investigate discrepancies between physical inventory, production records, and accounting records.
- Prepare production-cost, material-usage, yield, waste, and labor reports.
- Assist management with product-costing and margin analysis.
- Support order entry, shipment documentation, bills of lading, and customer invoicing.
- Coordinate with production, warehouse, purchasing, sales, and logistics personnel.
Food-Safety and Compliance Support
- Maintain supplier documents, product specifications, certificates of analysis, and insurance certificates.
- Assist with food-safety document control and recordkeeping.
- Maintain employee GMP, allergen, safety, and food-safety training records.
- Help prepare documentation for FDA, USDA, SQF, BRCGS, customer, and third-party audits, as applicable.
- Follow all GMP, hygiene, allergen-control, visitor, and workplace-safety requirements.
- Assist with traceability, mock-recall, complaint, corrective-action, and audit records when requested.
Qualifications
- Associate or bachelor’s degree in accounting, business administration, finance, or a related field preferred.
- At least three years of bookkeeping and office-management experience.
- Manufacturing or food-manufacturing experience strongly preferred.
- Working knowledge of accounts payable, accounts receivable, payroll, bank reconciliation, and general-ledger accounting.
- Proficiency with QuickBooks and Microsoft Office, especially Excel, Word, and Outlook.
- Experience with ERP, inventory, production, or warehouse-management software is preferred.
- Strong attention to detail and commitment to financial accuracy.
- Ability to manage multiple deadlines and work independently.
- Strong written, verbal, organizational, and problem-solving skills.
- High level of honesty, discretion, professionalism, and confidentiality.
- Bilingual English and Spanish or another workforce language is a plus.
Preferred Knowledge
- QuickBooks Desktop or QuickBooks Online
- Manufacturing inventory and product costing
- Payroll and payroll-tax procedures
- Food-manufacturing GMP requirements
- HACCP and preventive-controls programs
- SQF, BRCGS, FDA, or USDA recordkeeping
- Microsoft Excel formulas, pivot tables, and financial reporting
Physical and Workplace Requirements
- Ability to work primarily in an office located within a food-manufacturing facility.
- Ability to enter production and warehouse areas while wearing required personal protective equipment.
- Ability to sit, stand, walk, and use a computer for extended periods.
- Ability to lift files, records, or office supplies weighing up to 25 pounds.
- Must comply with all company food-safety, hygiene, GMP, and workplace-safety rules.
Position Details
- Job title: Office Manager / Bookkeeper
- Reports to: General Manager or Operations Manager
- Employment status: Full-time
- Typical schedule: Monday through Friday, with occasional overtime during payroll, month-end closing, audits, or inventory counts
Job Type: Full-time
Pay: $22.00 - $26.00 per hour
Benefits
- 401(k)
- 401(k) matching
- Flexible schedule
- Paid time off
Application Question(s)
- How do you identify and correct bookkeeping discrepancies?
- How do you organize competing deadlines and urgent office requests?
Education
Experience
- Quickbooks Enterprise: 3 years (Required)
Language
Work Location: In person
