(847) 383-6285

Office Manager Position at H&H Graphics

FLSA Status: Exempt

Job Summary

The Office Manager is responsible for the efficient operation of the front office including reception and administrative duties, acting as Executive Assistant to the President, VP of Sales, VP of Operations and Customer Service, performing certain bookkeeping and HR administrative tasks, overseeing general office operations of the organization, responding to general inquiries and assisting with customer service and vendor management.

Essential Duties and Responsibilities

  • Answer and direct phone calls that come in to the main line and greet visitors arriving at the office. Ensure all visitors are familiar with H&H Graphics’ visitor safety and confidentiality procedures, are properly signed in and are retrieved by appropriate personnel.
  • Provide administrative support including filing, organizing, clerical projects, typing, creating and responding to correspondence, scheduling, meeting set up and logistics, keeping records and developing basic reports or analysis.
  • Manage vendor relationships and oversee communication with administrative, office and building related suppliers such as telephone and IT services, cleaning service, landscaping, snow plowing, etc.
  • Make collection calls as necessary to assist with management of receivables.
  • Conduct credit inquiries and create new customer files.
  • Email, fax and correspond with customers, vendors and others as needed.
  • Collect, sort and distribute mail and parcels. Manage shipping and mailing duties for the office staff. Run errands as necessary including parcel drop off.
  • Assist with basic bookkeeping including processing of vendor and customer invoices, collections, payroll, and credit card reconciliation.
  • Assist with basic HR functions and recordkeeping and coordinate benefit enrollment.
  • Maintain office equipment (i.e. replace toner cartridges, refill postage, etc.)
  • Order and inventory office and break room supplies. Restock kitchen, bathrooms and conference room as necessary.
  • Maintain cleanliness of work area and general office and reception areas.
  • Keep office calendar. Circulate cards for employee anniversaries and birthdays.
  • Complete ad-hoc assignments and projects as assigned.
  • Support all office staff, including Sales, Customer Service, and Operations Management administratively as needed and requested. Provide executive level administrative assistance to Vice Presidents and President / CEO.
  • Performs other duties as assigned.

  • Assist with customer service when needed or provide backup as follows:

    • Talk with customers by phone or in person about screen printing requirements and collect production print specifications for screen printing.
    • Fill out pre-production order specification / quote form, detailing perimeters of print job. When needed, consults with Operations to determine correct quoting and related production issues.
    • Based on above, coordinate the preparation of written quotes and proposals and communicate quoted pricing to customer using formal written quotation form including terms and conditions of quotation and sale.
    • Create job files including quote, purchase order, communication log and other information as applicable. Maintain files.
    • Coordinate the handling of customer pre-press material, film and specifications to print job.
    • Handle phone inquiries for job status, estimates, orders, changes, and complaints.
    • Keep management informed about inquiries, quotes, customer questions or concerns.
    • Prepare delivery receipts for customer pick ups.
    • Maintain contact database with full name, address, phone and email information for all interactions.

Qualifications & Skills Required

  • Must be able to perform each essential duty above satisfactorily
  • Education and /or 3 or more years of experience in an administrative role in a professional environment providing support to multiple people and departments or functions
  • Knowledge of clerical and administrative practices and procedures
  • Outstanding interpersonal and communication skills (written and oral)
  • Strong computer skills and proficiency in Microsoft Office – emphasis on Outlook, Excel and Word. Familiarity with Quickbooks is a plus
  • Professional demeanor, appearance and dress
  • Self-motivated, resourceful and able to work independently in a small company environment. Must be able to assimilate with the culture and expectations of management
  • Detail oriented and highly skilled in time management
  • Ability to develop and adhere to processes, policies and procedures
  • Basic accounting or bookkeeping skills with a high degree of accuracy

Physical Demands

While performing this job, the employee is regularly required to sit, stand, walk, use hands to type, handle or feel, reach with hands and arms, talk and hear. The employee is occasionally required to stoop, kneel or crouch. The employee must be able to lift / move up to 10 lbs. and occasionally move up to 25 lbs. Specific vision abilities required include close vision, distance vision, color vision and ability to adjust focus. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The employee will primarily work in an office environment but will occasionally need to go out on the production floor. The employee will be exposed to ink/printing fumes which are non-toxic and generally considered safe. The noise level is usually moderate.

If you are interested in applying, please send your resume and relevant work experience to information@hhgrfx.com