Office Manager at XLI Manufacturing LLC

City of Rochester, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

24 Jun, 26

Salary

30.0

Posted On

26 Mar, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Management, Administrative Support, Accounts Payable, Accounts Receivable, Invoice Tracking, Expense Reporting, Recruitment Coordination, Onboarding, Employee Records Maintenance, Payroll Documentation, Timekeeping, Vendor Coordination, Facilities Management, Microsoft Office Suite, Project Management Tools, Communication

Industry

Industrial Machinery Manufacturing

Description

Description Job Title: Office Manager Location: XLI Manufacturing, LLC 50 Jetview Drive Rochester, NY 14624 Job Type: Full-Time Reports To: HR Manager Position Overview: We are seeking a highly organized and proactive Office Manager to oversee daily administrative operations and provide critical support across our Accounting, Human Resources, and Project Management functions. This is a dynamic, multi-faceted role ideal for a professional who thrives in a fast-paced environment and enjoys working collaboratively across departments. Key Responsibilities: General Office Management Oversee the smooth operation of the office, including supplies, vendor coordination, and facilities management. Serve as the primary point of contact for internal and external administrative communication. Maintain organized physical and digital filing systems. Accounting Support Assist with accounts payable/receivable processes, invoice tracking, check deposits, and expense reporting, where needed. Coordinate with finance staff to prepare documentation for audits, tax filings, and budgeting. Human Resources Support Assist in recruitment coordination, including posting job ads, scheduling interviews, and onboarding new hires. Maintain employee records and ensure compliance with company policies and legal requirements. Coordinate training sessions, staff meetings, and employee engagement activities. Help manage payroll documentation and timekeeping records. Other Support Provide travel arrangements and trade show support Obtain COIs from outside vendors Support Project Management function, as needed Assist in planning/execution of company-wide events Maintain visitor management system Prep for customer/auditor visits (lunch/breakfast ordering, setup and teardown of conference room, etc) Act as primary contact for submitting all IT related tickets Assist with scheduling necessary trainings Handle the distribution of all incoming and outgoing mail Qualifications: Proven experience in office management or administrative support roles. Strong familiarity with accounting principles and HR processes. Excellent organizational and multitasking abilities. Proficient in Microsoft Office Suite and project management tools (e.g., Asana, Trello, or similar). Strong written and verbal communication skills. Ability to handle confidential information with discretion. Preferred Qualifications: Associate’s or Bachelor’s degree in Business Administration, Accounting, HR, or a related field. Experience with accounting software. Previous experience supporting project management teams. Familiarity with MS Office, QuickBooks and Adobe, preferred Experience working for a Manufacturing company, a strong plus What We Offer: Competitive salary and benefits package. Opportunities for professional development and growth. Supportive, collaborative work environment. Job Type: Full-time Benefits: 401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance Work Location: In person

Responsibilities

The Office Manager will oversee daily administrative operations, including managing office supplies, vendor coordination, and maintaining filing systems across physical and digital formats. This role also provides critical support functions for Accounting, Human Resources, and Project Management departments.