Office Manager (Finance)

Position Overview:

The Office Manager at Stella-Jones in Counce, Tennessee is responsible for leading the day-to-day administrative, financial, and operational functions of the Railway Ties Procurement office team. This includes managing office workflows, keeping accounting and inventory records accurate, leading a cross-trained administrative team of four, and working with regional leaders to ensure purchasing, reporting, and compliance tasks stay on track and align with the company's procurement objectives.

This is a hybrid position based at our office and manufacturing facility in Counce, Tennessee. The schedule typically includes on-site work Monday through Thursday, with the option to work remotely on Fridays.

Key Responsibilities:

Supervise All Office Activities:

• Planning, organizing and monitoring all office operations and procedures to achieve defined objectives
• Maintain cross-training of office staff
• Assign projects as needed
• Provide support for Regional Managers and Directors as needed
• Serve as a reliable resource for all admin team members

Maintain Financial Data:

• Including AP, AR, Inventory, Production, Freight and other accruals
• Maintain records of all capital expenditures
• Process month-end physical inventories as designated by Regional Managers
• Prepare JE's for month-end reconciling items
• Coordinate month-end / year-end closing on a timely basis
• Financial reporting for your plant
• Monitor standards and report on variances for various labor groups, mobile equipment and energy
• Reconcile credit card statement
• Must be able to trace inventory movement and analyze for accuracy
• Responsible for coordinating quarterly physical inventory procedures
• Assist in preparation of annual budget for Procurement Department indirect manufacturing costs and mobile equipment leases and expenditures
• Coordinate periodic audit activities and compile data as needed
• Monitor Advance Accounts, Security Agreements, UCC Filings
• Monitor Yard Leases

Maintain Administrative and Operational Data:

• Monitor ADP timekeeping for office personnel
• Maintain inventory of office supplies and printed materials
• Maintain calendar on SharePoint
• Monitor time for temporary workers and report monthly
• Maintain records for company vehicles and mobile equipment
• Maintain contractor files including Certificate of Liability Insurance
• Compile all office correspondence
• Oversee preparation of events held at location
• Monitor records retention schedule
• Participates and contributes to company safety program
• Performs other related duties as assigned.

Qualifications:

• Bachelor's degree and 2+ years of office administration experience -or- 6+ years of office administration experience with HS Diploma/GED required
• Significant work experience in accounting functions, including duties such as reconciling general ledger and preparation of budget required
• Excellent computer skills including MS Office (Word, Excel, etc) required
• SAP or other ERP system preferred
• Supervisory experience in an office environment preferred

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