Office Manager

Position Summary:

The Office Manager supports the plant staff and team members in the Port Jarvis, NY region. This role is responsible for inside sales support, administrative management, and plant operations coordination. The Office Manager acts as a key link between the sales team, production, and transportation, ensuring accurate order processing, smooth plant operations, and consistent customer experience. The Office Manager is responsible for overseeing order accuracy within the ERP and MES systems, supporting logistics and employee processes, managing invoices, and contributing to the overall efficiency of both customer-facing and internal workflows.

Key Responsibilities:

• Manage front office functions, including answering phones, greeting visitors, accepting deliveries, and handling supply orders for office and plant.

• Manage invoice processing and coordination with Accounts Payable and Corporate Accounting to ensure proper billing and assist with collections for outstanding customer payments.

• Ensure the accuracy of MES data, including but not limited to tank serial numbers, and provide support for monthly inventory tracking related to vessel operations.

• Contribute to process improvements, technology upgrades, and workflow efficiencies in administrative and operational functions.

• Review sales order forms for accuracy in pricing, customer data, credit status, product availability, and load configuration.

• Enter and maintain customer orders in the ERP system (Sage), ensuring real-time accuracy for production and shipping teams.

• Generate and maintain reports and Excel spreadsheets to monitor open orders and production scheduling.

• Coordinate with Regional Sales Managers and transportation to ensure accurate, timely shipments and delivery confirmations.

• Communicate directly with customers to provide updates, resolve inquiries, and share key documentation.

• Process and invoice consignment orders; assist with inventory accuracy for consigned products.

• Assist with basic employee-related tasks and tracking as needed.

• Lead by example, demonstrating the company's “The Way We Lead” (servant leader, devoted, resilient, growth mindset, team player, trustworthy, fun-loving) leadership traits and reinforcing LT Corp’s purpose, core beliefs, and values to all team members.

• Support the companies Core Values: Safety First, Integrity Led, Quality Obsessed, Customer Driven, Highly Motivated, Profitability Focused.

Experience:

• Experience with ERP Systems (Ex: Sage).

• Experience in customer service and/or Sales.

• Minimum of 2 years of experience in administrative or payroll support role.

• Experience in manufacturing preferred.

• Experience with an Applicant Tracking System (ATS) preferred.

Knowledge, Skills, and Abilities:

• High attention to detail and accuracy and urgency to meet deadlines

• Excellent customer service skills including building rapport across various levels of the organization

• Ability to build positive relationships with internal and external customers

• Excellent communication skills, both verbal and written

• Willing to embrace change in a challenging environment

• Ability to work independently and prioritize work

• Proficient with Microsoft Office Suite (Word and Excel)

Education and Certification Qualifications:

• Associate’s degree in Business, Marketing or related field preferred (equivalent work experience will be considered).