Office Operations Manager

Job Title: Front Office Director / Office Operations Manager
Pay Rate: $85k-95k PLUS up to 20% bonus
Location: Warwick, RI
Duration: PERM

Key Responsibilities

Office & Administrative Management

• Manage the daily administrative operations of the North American office.

• Establish and maintain organized, efficient administrative processes and procedures.

• Coordinate office supplies, equipment, vendors, facilities, mail, phones, and general office services.

• Maintain company records, files, documentation, and administrative databases.

• Coordinate meetings, calendars, visitors, travel arrangements, and company events as needed.

• Serve as a central administrative resource for employees and management.

• Identify opportunities to improve administrative processes, eliminate redundancies, and increase efficiency.

• Maintain a professional, organized, and welcoming office environment.

Finance & Administrative Support

• Provide administrative support to the Finance Lead and General Manager.

• Assist with expense reporting, invoice processing, purchase orders, vendor documentation, and other administrative finance activities.

• Coordinate collection and organization of documentation required for accounting and financial reporting.

• Assist with maintaining accurate vendor and customer records within company systems.

• Support monthly and annual administrative reporting requirements.

• Assist with accounts payable and accounts receivable administrative activities as required.

• Maintain appropriate documentation and approval processes for company expenditures.

Sales & Customer Support Administration

• Provide administrative support to the sales organization and Regional Sales Managers.

• Assist with customer documentation, quotations, order information, and related administrative requirements.

• Coordinate internal documentation between Sales, Operations, Finance, Quality, and the Warehouse.

• Assist with maintaining accurate customer information and records within Salesforce and other company systems.

• Support preparation and distribution of reports used by the sales and management teams.

• Help ensure that customer-related administrative requirements are completed accurately and on time.

Human Resources & Employee Administration

• Provide administrative support for employee onboarding and offboarding.

• Maintain employee files and required documentation in accordance with company policies.

• Coordinate new-hire paperwork, company policies, benefits information, and other onboarding requirements.

• Assist with employee timekeeping, attendance, and other administrative HR activities.

• Coordinate employee communications and company announcements as directed by management.

• Assist management with recruiting and interview scheduling when required.

• Maintain confidentiality of employee and company information.

Corporate & European Headquarters Coordination

• Serve as an administrative liaison between LBA North America and the European headquarters.

• Coordinate information requests, documentation, reports, and administrative communications between North America and Europe.

• Assist with preparing presentations, reports, and other materials for corporate leadership.

• Support corporate initiatives and special projects as assigned by the General Manager.

• Help ensure that North American administrative processes remain aligned with global company requirements.

Systems, Reporting & Process Improvement

• Maintain accurate information in company systems, including ERP, CRM, accounting, and other administrative platforms.

• Assist in developing and maintaining standardized administrative procedures.

• Prepare recurring administrative reports and management summaries.

• Monitor completion of administrative tasks and follow up with responsible team members.

• Identify gaps in processes and recommend practical improvements.

• Participate in implementation of new systems, processes, and technology as the company continues to grow.

Facilities & Vendor Management

• Coordinate relationships with office service providers and administrative vendors.

• Assist with facility-related administrative requirements, including building services, maintenance, security, utilities, and office equipment.

• Obtain and coordinate vendor quotes when requested.

• Maintain appropriate vendor documentation, contracts, certificates, and contact information.

• Escalate facility or vendor issues to management when appropriate.

Special Projects

• Support the General Manager and leadership team with special projects and business initiatives.

• Assist with organizational growth initiatives, facility projects, trade shows, company events, and other activities.

• Take ownership of administrative projects from initiation through completion.

• Perform other duties and responsibilities as assigned.