Office Manager

Position Title: Office Manager & Site Administrator Location: Chesapeake, VA FLSA Classification: Exempt Schedule: Full-Time 8 A.M to 5 P.M Position Summary The Office Manager & Site Administrator serves as the primary administrative and operational support leader for Ciuti International's Virginia facility. This position oversees daily office operations, coordinates logistics and shipping activities, supports customer order entry and light accounting functions, assists with payroll and employee administration, and maintains effective communication between the Virginia facility and California corporate leadership. The role provides hands-on support across office administration, customer service, logistics, order processing, invoicing, vendor coordination, and facility operations. The ideal candidate is organized, proactive, detail-oriented, and able to manage competing priorities independently in a manufacturing or distribution environment. Essential Functions Office Administration & Site Operations Oversee daily office operations and administrative functions. Serve as the primary point of contact for visitors, customers, vendors, and employees; answer and direct calls. Maintain organized business records, filing systems, and operational documentation. Manage office supplies, purchasing, inventory, and petty cash. Coordinate office equipment, furniture, technology, and facility needs. Support site operations and assist colleagues and management with administrative tasks. Logistics & Shipping Coordination Coordinate inbound and outbound shipping activities with warehouse personnel, carriers, and customers. Schedule customer pickups, freight deliveries, and will-call appointments. Communicate with transportation providers about scheduling, delivery confirmations, and issues. Prepare, review, and retain bills of lading (BOLs), packing lists, sales orders, and delivery receipts. Coordinate with shipping and receiving to ensure accurate, timely fulfillment. Track shipment status and communicate delays, discrepancies, or delivery issues. Assist with freight discrepancies and customer delivery concerns; maintain shipping and receiving records. Check in commercial drivers, verify required documentation, and direct drivers to assigned loading docks. Coordinate sample shipments and communicate inventory or order discrepancies to warehouse management. Customer Order Entry & Light Accounting Enter customer purchase orders accurately into the company ERP/order management system. Verify product information, quantities, pricing, and requested delivery dates; send order confirmations. Coordinate with sales, warehouse, and logistics teams to process orders accurately. Assist with customer invoicing and verify related shipping documentation. Match purchase orders, sales orders, packing lists, BOLs, and invoices as applicable. Maintain organized order, invoice, and transaction records. Support corporate accounting with basic accounts payable and accounts receivable documentation. Identify and communicate billing or order discrepancies for resolution. Complete order closeout and documentation after invoicing; maintain accurate ERP data. Human Resources & Payroll Administration Coordinate onboarding and new-hire documentation. Maintain employee personnel records and administrative files. Process employee information and payroll-related updates through ADP Workforce Now. Support timekeeping, payroll administration, and benefits enrollment activities. Coordinate workers’ compensation reporting and documentation with corporate HR. Support employee communications and safeguard confidential employee information. Leadership Communication & Corporate Coordination Serve as the administrative liaison between the Virginia facility and California leadership. Participate in weekly leadership meetings via Microsoft Teams. Provide updates on facility operations, staffing, vendors, logistics, and office administration. Coordinate departmental follow-up act…

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