Administrative Manager

Benefits:

• 401(k)
• 401(k) matching
• Company parties
• Paid time off

Job Summary


The Administrative Manager is responsible for overseeing and executing the company's core administrative, financial, operational, purchasing, logistics, and pricing functions. In a small business environment, this role serves as a key operational leader who manages the day-to-day activities required to keep the company running efficiently.


The Administrative Manager is responsible for processing accounting transactions, managing purchasing activities, coordinating logistics and shipments, maintaining pricing structures, supporting order fulfillment, and ensuring accurate data management within the ERP system. This position works closely with Sales, Warehouse, Production, Quality, and Management to ensure smooth business operations and exceptional customer service.


Key Responsibilities


Accounting & Financial Administration

• Process vendor bills, customer invoices, credit notes, and payments.
• Manage accounts payable and accounts receivable activities.
• Monitor customer balances and assist with collections.
• Reconcile vendor statements and resolve billing discrepancies.
• Maintain accurate financial records within Odoo.
• Assist with month-end reporting and accounting documentation.
• Coordinate with external accountants and auditors as needed.

Purchasing & Inventory Management

• Monitor inventory levels and identify replenishment requirements.
• Create and manage supplier purchase orders.
• Obtain supplier quotations and negotiate pricing when appropriate.
• Follow up on open purchase orders and delivery schedules.
• Maintain supplier records, pricing, and purchasing documentation.
• Coordinate inventory replenishment to prevent stock shortages.

Operations Management

• Process customer purchase orders and verify order accuracy.
• Coordinate order fulfillment activities between departments.
• Monitor order status from entry through delivery.
• Ensure customer requirements, special instructions, and deadlines are met.
• Resolve operational issues affecting order fulfillment and customer satisfaction.
• Maintain accurate operational records within the ERP system.

Logistics & Shipping

• Coordinate domestic and international shipments.
• Schedule freight pickups and deliveries.
• Prepare shipping documentation, packing lists, and freight paperwork.
• Track shipments and communicate status updates to customers and internal teams.
• Work with freight carriers and logistics providers to resolve transportation issues.
• Support import/export documentation and compliance requirements.

Pricing & Product Management

• Maintain customer price lists and supplier pricing information.
• Update pricing structures within Odoo.
• Verify pricing accuracy before order processing and invoicing.
• Support management with pricing reviews and margin analysis.
• Maintain product master data, costs, and related documentation.
• Ensure pricing consistency across all business systems.

ERP & Administrative Management

• Maintain accurate data and records within Odoo.
• Manage customer, vendor, and product master records.
• Generate operational, inventory, purchasing, and financial reports.
• Ensure documentation is properly attached and maintained within company systems.
• Support process improvements and operational efficiency initiatives.
• Maintain organized records and administrative documentation.

Cross-Department Leadership

• Serve as the primary administrative link between Sales, Warehouse, Production, Purchasing, Logistics, Quality, and Management.
• Prioritize daily business activities to support company objectives.
• Escalate critical issues affecting customers, inventory, shipments, or financial operations.
• Assist management with special projects and strategic initiatives.
• Ensure company policies and procedures are consistently followed.

Qualifications

• Bachelor's degree in Business Administration, Accounting, Operations Management, Supply Chain, or related field preferred.
• 3+ years of experience in administration, accounting, operations, logistics, purchasing, or related business functions.
• Experience working in small business or entrepreneurial environments preferred.
• Strong knowledge of accounting, purchasing, inventory, logistics, and operational processes.
• Experience with ERP systems, preferably Odoo.
• Advanced proficiency in Microsoft Excel and Microsoft Office.
• Excellent organizational, analytical, and problem-solving skills.
• Strong communication and leadership abilities.
• Ability to manage multiple responsibilities independently.

Key Performance Indicators (KPIs)

• Invoice and payment processing accuracy.
• Purchase order turnaround time.
• Inventory availability and stockout prevention.
• On-time shipment and delivery performance.
• Customer order accuracy.
• Accounts receivable aging performance.
• Price list and product data accuracy.
• ERP data integrity and reporting accuracy.
• Operational efficiency and issue resolution time.