Office Manager

Overview

ABOUT THE POSTION:

We are seeking a motivated Office Manager to join our business at Griffin Trade Group in Houston, TX.

Office Manager will oversee daily office operations, manage vendor relationships, ensure smooth administrative functions, and handle accounts payable processes. The ideal candidate will be responsible for office management duties, supporting finance with invoicing and budgeting, and ensuring smooth logistics for outbound shipments, customer service, and vendor communications.

WHAT WE OFFER:

Our company offers great benefits, from tuition reimbursement to training and development opportunities. We also offer medical, dental, vision, FSA, HSA, commuter, long-term disability and group life insurance programs. Come join our team!

Responsibilities

Office Operations:

• Oversee daily office operations, ensuring a clean, organized, and efficient environment.
• Manage office supplies, equipment, and inventory, coordinating repairs as needed.
• Handle office correspondence, maintain records, and ensure compliance with policies.
• Coordinate office events and serve as the point of contact for facility-related issues.
• Act as primary liaison for vendors and service providers, ensuring timely and accurate service delivery.

Administrative & HR Support:

• Provide administrative support to executives and teams, including maintaining customer/vendor profiles.
• Assist with onboarding new employees and maintaining employee records, attendance, and payroll (if applicable)

Budget and Expense Management:

• Assist in managing the office budget and tracking office-related expenses.
• Review and process invoices for office supplies and services

Accounts Payable:

• Review and process invoices, ensuring proper internal authorization and coding.
• Maintain vendor relationships, resolve payment issues, and update payment records.
• Reconcile vendor statements, investigate discrepancies, and maintain accurate records.
• Assist in month-end and year-end closing, ensuring all accounts payable transactions are reconciled.
• Ensure compliance with internal controls and assist with audits.

Daily Operations & Vendor Management:

• Approve outbound material, including reviewing mill test reports for heats and material processed in-house or per third party vendor.
• Prepare and print Bills of Lading (BOLs) and send mill test reports and BOLs to customers.
• Maintain accurate customer email lists for timely communication.
• Liaise with vendors to obtain and manage test reports, ensuring timely processing and data accuracy.
• Input and manage mill test reports in the system, confirming both Griffin Trade Group purchase order requirements and ASTM/ASME specifications are accurate.

Qualifications

• Education & Experience: High School Diploma required; associate's degree in business, accounting, or related field is a plus. 2+ years of experience in office management and accounts payable.
• Skills: Proficiency in MS Office. Strong organizational, communication, and multitasking skills. Ability to manage multiple tasks and meet deadlines.
• Attributes: Detail-oriented, proactive, and reliable. Strong problem-solving skills and the ability to work independently or within a team.