Office Manager
FMS USAOffice Manager FMS USA, Inc. | Hoffman Estates, Illinois | Full time, Monday through Friday About FMS FMS Force Measuring Systems AG is a Swiss-based manufacturer of force measurement sensors and web guiding systems used in web processing and wire and cable production machinery. FMS USA supports sales and service across North America from our office in Hoffman Estates, Illinois. We are a small team where each person makes a direct contribution to customer service and daily operations. We are looking for an organized, practical problem solver with a can-do attitude who takes ownership of their work and is willing to help wherever needed. Position Overview The Office Manager coordinates customer service, order processing, accounting, inventory, shipping, and sales representative administration. This person keeps daily operations moving, maintains accurate SAP records, and works closely with the US team and colleagues in Switzerland. Success in this role means following through on open items, resolving routine problems independently, and knowing when to involve others. The right person is comfortable moving between office work (approx. 75%) and hands-on tasks (approx. 25%) such as inventory management and preparing shipments. Key Responsibilities Customer Service and Order Processing · Enter customer orders in SAP and issue order confirmations. · Check order details for accuracy, resolve missing information, and prepare delivery notes. · Communicate with customers and sales representatives about quotes, orders, lead times, and shipment status. · Coordinate with sales, technical staff, and colleagues in Switzerland to resolve order issues. · Prepare customer invoices, monitor outstanding payments, and follow up on overdue accounts. · maintain organized supporting records. Sales Representative Administration · Prepare monthly sales representative commission calculations and coordinate payments according to the applicable agreements and approval process. Inventory and Shipping · Assist with receiving and stocking incoming inventory. Verify quantities against shipping documents and record receipts in SAP. · Monitor inventory levels and order replenishments. · Package products, prepare shipping documents, and coordinate shipments. Office Coordination and Process Improvement · Prioritize daily work, track open items, and communicate issues before they affect customers or delivery commitments. · Maintain clear procedures and accessible records to support training and backup coverage. · Identify opportunities to improve accuracy, reduce delays, and simplify routine work. · Provide backup support and help with other office and operational responsibilities as needed. Qualifications · At least three years of relevant experience in office operations, customer service, order processing, or a similar role. · Hands-on experience with a fully integrated ERP system; SAP experience preferred. · Experience with inventory management. · Proficiency in Microsoft Word and Excel. · Strong attention to detail when working with orders, invoices, inventory, and commission records. · Clear written and verbal communication skills and a professional approach to customer service. · Ability to manage competing priorities and work independently while coordinating with a small team. Personal Attributes · A practical problem solver who asks questions, investigates issues, and recommends solutions. · A can-do attitude and willingness to take initiative and help with both administrative and hands-on work. · Accountable and dependable, with consistent follow-through on commitments. · Flexible and cooperative when priorities change or colleagues need support. What We Offer · Competitive salary. · Group health insurance. · Thorough training on FMS, SAP processes, and the respo…