Office Manager

Job Overview:

The Appalachian Producers Cooperative is seeking an experienced Office Manager to oversee administrative work for a new meat processing plant in Telford, TN. This person will play a crucial role in ensuring efficient operations and administrative support within the facility. This position is responsible for overseeing office functions, maintaining records, managing communication, and supporting the plant management team. The ideal candidate will have experience in an administrative role, preferably within a manufacturing or food processing environment, and possess strong organizational and communication skills.

Key Responsibilities:

Administrative Management:

• Oversee daily office operations, including coordination with various departments to ensure smooth communication and workflow.
• Maintain organized and accurate records, including production logs, inventory data, and employee documentation.
• Manage office supplies, ensuring availability and placing orders as needed.
• Monitor office budget and expenses, oversee repairs and replacements on office equipment and furniture, and maintain cleanliness of front office.

Human Resources Support:

• Assist with the hiring process, including creating job descriptions, compiling applications, and scheduling interviews.
• Assist with onboarding processes, including the preparation of new hire documentation and orientation materials.
• Oversee the employment verification process.
• Maintain employee records, including attendance, leave requests, performance evaluations, and oversee the pre- and random drug testing process.
• Coordinate employee training sessions and ensure compliance with safety and regulatory standards.
• Work with the General Manager to oversee employee benefits, maintain paperwork, and ensure the business is getting the best price on services.

Financial Duties:

• Assist with budgeting and forecasting processes, collaborating with finance personnel to ensure adherence to financial targets.
• Process invoices, manage accounts payable and receivable, and maintain accurate financial records in collaboration with our accounting firm.
• Prepare reports for management regarding financial metrics, production efficiency, and other key performance indicators.
• Prepare and manage vendor contracts and purchase orders.

Communication Coordination:

• Serve as the primary point of contact between the plant and external stakeholders, including suppliers, customers, and regulatory agencies.
• Draft and distribute internal communications, memos, and reports to keep staff informed about operational changes and policies.
• Schedule and facilitate meetings, ensuring agendas are prepared and minutes are taken.
• Schedule events and outside community usage of the training room and facility visits.

Regulatory Compliance:

• Assist with paperwork, recordkeeping, reporting and other needs to ensure compliance with industry-specific regulations related to health and safety, food safety, and labor laws.
• Support the implementation and monitoring of company policies and procedures.
• Assist in preparing documentation for audits and inspections by regulatory agencies.
• Stay informed on current industry standards and compliance requirements.

Customer Service:

• Handle customer inquiries and complaints, overseeing staff in timely and effective resolutions, and maintaining documentation.
• Support sales teams by preparing quotes, processing orders, and maintaining customer records.
• Monitor customer feedback and collaborate with management to implement necessary improvements.

Qualifications:

• Education: Bachelor’s degree in Business Administration, Management, Accounting, Human Resources, or related field preferred; equivalent experience will be considered in lieu of a formal degree.
• Experience: Minimum of 3-5 years of experience in an office management role, preferably within a manufacturing, food processing, or meat industry setting.

Skills:

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software required.
• Proficient in Human Resources Information Systems software a plus.
• Prior experience with QuickBooks software a plus.
• Strong organizational and time management skills, with the ability to prioritize tasks effectively.
• Excellent written and verbal communication skills.
• Familiarity with financial reporting and office budgeting processes.
• Knowledge of safety and sanitary regulations in the food processing industry is a plus.

Working Conditions:

• The Office Manager will work in an office environment within the meat processing plant, with occasional exposure to production areas.
• Ability to work in a fast-paced environment, adapt to changing priorities, and manage multiple tasks simultaneously.

Physical Requirements:

• Occasional lifting of office supplies and materials up to 25 pounds.
• Ability to sit for prolonged periods while working at a desk.

Salary and Benefits:

• Salary Range: $52,000 to $58,000, commensurate with experience.
• Benefits include: health insurance, dental and vision insurance, 401(k) retirement, paid time off, and holidays off.

Job Type: Full-time

Pay: $52,000.00 - $58,000.00 per year

Application Question(s):

• Please tell us about your experience with office management, accounting, recordkeeping, human resources, and/or customer support.
• Please tell us about any background or experience you have working with agricultural producers.
• Please tell us about any experience with industry or manufacturing regulatory compliance, especially if related to meat processing or food manufacturing.

Experience:

• Administrative experience: 3 years (Required)

Ability to Commute:

• Telford, TN 37690 (Required)

Work Location: In person