Office Manager / Administrator at Hoffmaster Group Inc. in Oshkosh, Wisconsin

Job Description:

Office Manager / Administrator

The Office Manager will provide comprehensive support to the Executive Staff, handling a variety of responsibilities related to meetings, events, travel, finance, purchasing, philanthropy, and general office management. This role is key to ensuring smooth operations and professional presentation across all executive activities, acting as a central point of contact and resource for planning, coordination, and execution of critical company and office functions.

Executive Staff Events and Support:

• Plan and organize large offsite events, including sales meetings, all-salaried meetings, and special team meetings.
• Schedule and manage recurring Leadership Team meetings and Zoom business updates.
• Host webinars for business updates, ensuring smooth execution and technical support.
• Arrange catering services and other logistics as needed for executive meals and events.
• Assist with meeting updates, organization, and occasional office access and cleaning coordination.

• Create PowerPoint presentations for monthly Zoom updates and other executive meetings.
• Develop visually engaging and accurate materials for company-wide updates.
• Maintain and organize executive office keys; ensure access for office cleaning and other needs.
• Send FedEx packages and coordinate other mail/delivery logistics on behalf of executives.
• Perform miscellaneous duties and assist with special requests from executive staff.

Travel & Expense Support:

• Support executive staff with travel booking, changes, and troubleshooting issues.
• Process expense reports promptly and ensure accuracy.
• Manage airline programs, mileage, and points for certificate redemption.
• Assist with booking travel for employees, guests, and candidates, serving as a resource for travel-related questions or issues.
• Administer the Concur travel site, coordinating with external providers to implement necessary updates.
• Produce monthly Concur travel reports for the VP of Finance.

Philanthropy Coordination:

• Develop and maintain policies, forms, and promotional materials for charitable activities.
• Oversee the process for product donations, coordinating with charitable organizations and managing donation setup.
• Track and report on donation spending for record-keeping.

• Manage the United Way campaign, Team Sponsorship Program, and Field Trip Fund, including communication with employees and area schools.
• Collaborate with HR for support in recruiting and organizing the Day of Caring events.
• Organize fundraising events and oversee large donation presentations to recipient organizations.

Employee Engagement & Culture:

• Assist HR with coordination of employee recognition, including anniversary and retirement cakes.
• Assist HR team with planning and execution of monthly or holiday-themed events to boost morale and promote a positive workplace culture.
• Lead efforts in office decorations, particularly for holidays such as Christmas, and manage setup and cleanup.
• Oversee Christmas giving activities, coordinating with local charities and planning employee engagement events.

General Office Management

• Manage and reconcile employee expense card purchases made on behalf of the company.
• Create and distribute fiscal calendars for the company.
• Manage office supply needs for the Oshkosh and Clintonville offices.
• Act as administrator for the Corporate purchasing accounts, setting up requisition groups and ensuring supplies are stocked.
• Collaborate with relevant staff to procure products for employee sales and assist with bank deposits.
• Coordinate with external vendors on office furniture purchasing and redesigning office spaces as needed, with support from HR, EHS and Procurement.
• Produce maintenance work orders for repairs, lighting, plumbing, and furniture moves.
• Ensure office sanitation needs are met in collaboration with the Maintenance department.
• Collaborate with the Tax and other departments annually to ensure proper record handling, including boxing, labeling, storing, and/or destroying records in compliance with the retention policy.
• Serve as the primary contact for document disposal vendor, coordinating on-site document disposal and secure record management.
• Acting receptionist as needed. Prepare and post office hour/ closure notices to for visitors and guests.
• Act as the point of contact for mail and consumer catalog distribution.
• Other duties as assigned to support company goals and executive needs.

Qualifications:

• Associate's degree or equivalent experience.
• 5+ years of experience supporting executive-level staff.
• Exceptional organizational and time management skills.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and familiarity with Zoom, Teams, and Concur.
• Ability to handle sensitive information with discretion and professionalism.

• Detail-oriented and proactive problem solver.
• Strong written and verbal communication skills.
• Ability to multi-task and prioritize in a dynamic environment.
• Collaborative team player with a customer-service mindset.

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At Hoffmaster, we believe every person deserves to feel successful. That's why we provide a total rewards package designed to support our employee's success -at work, at home, and in life. This includes: Medical, Dental, Vision, Life and Disability insurances, Tuition and Student Loan repayment assistance, Physical and Mental wellness programs, Paid vacation and holidays, Employee Assistance Program, and more. Learn more about our Benefits at HoffmasterBenefits.com !

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.

Reasonable Accommodations Statement: To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.