Office Manager

eGourmet Solutions is a National Fulfillment and Logistics Company specializing in the E-Commerce business of frozen, refrigerated and dry perishable goods. We're looking for an experienced Office Manager to join our team. This position requires a positive and motivated candidate to manage the many facets of a high volume facility. We expect you to be polite, engaging, and resourceful. Maintain a positive attitude, professional appearance, good personal hygiene, and professional demeanor.

Responsibilities

Administrative Support

• Greet visitors and truck drivers.
• Schedule delivery and pickup appointments.
• Call maintenance contractors for miscellaneous repairs as needed.
• Establish relationships with carrier pickups and set schedules as needed with input from the Outbound Manager.
• Ensure the Teams Phone List is current with telephone numbers and account numbers.
• Schedule deliveries and prepare receiving paperwork (ASN, BOL, TIF, etc.).
• Scan receiving, count, transfer, and other paperwork daily when possible; review documents for completeness and accuracy before sending.
• Plan trailers according to volume after review with the warehouse.
• Conduct internet research on various topics, including learning about a topic, explaining it clearly, and obtaining multiple quotes for purchases.
• Provide support to other Office Managers.
• Perform miscellaneous administrative tasks, including data entry and preparing presentations.

Human Resources

• Communicate with Warehouse Managers regarding temporary agency staffing needs and issues, and serve as the lead communicator with staffing agencies.
• Conduct new employee orientations, including setup in SwipeClock.
• Correct time punches for local staff daily.
• Organize team-building events such as lunches, birthday celebrations, and other activities as needed.
• Track and report injuries and accidents to Axcet/HR.
• Refer HR issues to the HR Manager immediately.

Compliance

• Maintain required logs and ensure they remain current and compliant, including:

1. Temperature logs and corrective actions.
2. Visitor logs.
3. Delivery and package return logs.
4. Inventory Hold logs: record all holds, verify hold paperwork is complete and accurate, file paperwork in the Hold binder, and update as needed.
5. Audit logs: record inspector visits in the Auditor Visitor Log and file associated paperwork, business cards, and a summary of the visit (Auditor Corrective Action Form).
6. Maintenance and repair logs: document repairs in the Maintenance Log, schedule repairs, complete a Maintenance Request Form for each repair, attach proof of repair, and file warranties.
7. Forklift certification logs: record certifications and schedule new and repeat certifications.
8. Attendance logs.
9. Pest control logs: review reports with the pest control representative at each visit, issue corrective action forms as needed, confirm corrective actions are implemented, and ensure compliance with pest control guidelines.
10. Cleaning logs: ensure Janitor/Maintenance completes the Cleaning Form daily and review work weekly to monitor quality.

• Report all compliance issues to your direct Manager.
• Monitor and audit the cleaning service and cleaning staff.

Food Safety

• Verify daily checklists submitted in FoodReady, including opening, closing, and temperature checks.
• Complete assigned weekly, monthly, and annual checklists in FoodReady, including sanitation and Good Distribution Practices (GDP) inspections.
• Identify non-conformances and initiate corrective actions in FoodReady, including submitting Maintenance Work Orders with the associated FoodReady CAPA number and escalating product safety concerns to the Compliance Coordinator immediately.
• Maintain food safety records, including pest control reports and Maintenance Work Orders.
• Oversee the general condition and upkeep of the building to support food safety.
• Conduct the site’s annual internal audit of the SQF System in full, using the SQF audit checklist or equivalent tool, and communicate audit results to the Compliance Coordinator and relevant site management.
• Complete internal auditor training assigned through FoodReady and maintain training as required by the SQF program.

Security

• Guard access to the facility.
• Check staff as they leave the premises, including bags and scans.
• Ensure the alarm functions properly.
• Report all security concerns to your Manager.

Purchasing

• Place orders for all PPE.
• Place orders for all breakroom items.
• Place orders for all janitorial items.

Information Technology

• Maintain a basic understanding of IT hardware and conduct basic troubleshooting for printers, routers, Wi-Fi, and related equipment.

Accounting

• Perform basic accounting-related tasks such as sorting, filing, matching, counting, and data entry.

Order Processing

• Print orders in a timely manner according to an agreed-upon schedule with Client Services and the warehouse.
• Make order modifications or cancellations as instructed by Client Services.
• Report all orders that were not shipped each day.
• Ensure all printed labels are shipped within 24 hours of printing; if not, refund the label and communicate with Client Services.

Facility Management

• Work as a team with the Inbound and/or Outbound Managers to operate the facility as needed.
• Cross-training is required, and supervision of other manager functions may be needed in their absence.
• Assist in the warehouse as needed.
• Office Manager hours, including lunch times, are to be coordinated with other Managers/Supervisors based on scheduling needs.

Requirements

• 3+ years of experience in a substantially similar role
• Food and beverage industry experience, preferred
• Demonstrated success in a past leadership role
• 2-3 years of experience with and demonstrable knowledge of the safe operation of forklifts (preferably standup), reach trucks, and similar material movement equipment in a warehouse environment, preferred.
• Experience with UPS and FedEx shipping.
• Demonstrable ability to exercise good judgement in a fast-paced environment
• Professional written and verbal skills.
• Demonstrated success with time management and organization
• Ability to lead by example.
• Ability to anticipate possible issues.
• Ability to exercise good judgement in a fast paced environment.
• Bi-lingual English/Spanish preferred, but not required

What We Offer:

• Competitive salary and commensurate with experience.
• We believe in taking care of our employees both professionally and personally. Our competitive benefits package includes comprehensive Medical, Dental, and Vision coverage, HSA/FSA options, Life and Disability Insurance, a 401(k) retirement plan, and additional programs designed to support your health, financial security, and overall well-being. Plus, we're always looking for new ways to invest in our team.
• Opportunities for professional growth and development.
• A dynamic and supportive work environment focused on innovation and improvement.