Office Manager

• Prepare customer quotations and estimates for plating and related services.
• Review customer drawings, purchase orders, specifications, quantities, and processing requirements when preparing quotations.
• Gather technical information from Production, Quality, and management when required to accurately estimate work.
• Consider labour, processing time, masking, inspection, testing, material requirements, outside services, packaging, and other applicable costs when preparing estimates.
• Maintain and update customer pricing within the ERP system.
• Review historical pricing and previous jobs when preparing new quotations.
• Identify jobs that may be underpriced or no longer commercially viable.
• Recommend price increases to management when appropriate.
• Prepare and communicate approved price increases to customers.
• Maintain records of quotations, pricing history, and customer-specific pricing.
• Follow up on significant outstanding quotations when appropriate.
• Escalate unusual, high-value, high-risk, or technically complex quotations to management before issuing pricing.
• Support management in improving quoting methods, pricing consistency, and profitability.

• Act as a primary point of contact for customers.
• Answer and appropriately route incoming telephone calls and emails.
• Respond to customer inquiries regarding quotations, orders, delivery status, documentation, and general requests.
• Coordinate with Production, Quality, and management to provide accurate information to customers.
• Maintain professional and timely communication with customers.
• Identify urgent or sensitive customer issues and escalate them promptly.
• Assist with resolving routine customer concerns.
• Support customer onboarding and maintenance of customer account information.
• Ensure important customer communications and commitments are properly documented.

• Prepare and issue customer invoices as required.
• Maintain accurate customer billing information.
• Monitor accounts receivable and outstanding balances.
• Follow up professionally on overdue invoices.
• Communicate payment issues or significant overdue accounts to management.
• Process customer credits or billing corrections when approved.
• Coordinate with the external bookkeeper and accountant regarding receivables and supporting documentation.

• Receive, review, and process supplier invoices.
• Match invoices to purchase orders and supporting documentation where applicable.
• Coordinate invoice approvals.
• Maintain accurate accounts payable records.
• Prepare payment information according to approved payment schedules.
• Resolve routine supplier invoice discrepancies.
• Escalate unusual charges, pricing discrepancies, or significant supplier issues to management.
• Provide documentation and information required by the external bookkeeper and accountant.

• Prepare and process payroll information accurately and on schedule.
• Maintain employee payroll records.
• Track vacation, sick time, attendance, and other payroll-related information.
• Process approved wage changes, bonuses, deductions, and other payroll adjustments.
• Coordinate payroll setup for new employees and payroll changes for departing employees.
• Maintain confidentiality of employee compensation and payroll information.
• Coordinate with external payroll, bookkeeping, or accounting resources where required.

• Maintain employee personnel files and HR records.
• Coordinate employee onboarding and offboarding.
• Prepare employment letters and routine HR documentation.
• Maintain records relating to vacation, attendance, leave, benefits, and employment status.
• Coordinate employee benefit administration.
• Assist management with recruitment activities.
• Prepare and post job advertisements as directed.
• Review incoming applications and coordinate interviews.
• Coordinate communication with job candidates.
• Assist with employment offers and onboarding documentation.
• Support maintenance of company policies and employee records.
• Maintain confidentiality regarding employee and company information.
• Escalate significant employee relations or HR matters to management promptly.

• Prepare and issue purchase orders.
• Purchase chemicals, production materials, consumables, office supplies, equipment, and other required items as authorized.
• Obtain supplier quotations and compare pricing where appropriate.
• Follow up on outstanding purchase orders.
• Monitor expected delivery dates and identify potential shortages or delays.
• Maintain accurate supplier information and purchasing records.
• Communicate with suppliers regarding pricing, availability, order status, and delivery issues.
• Identify opportunities for purchasing savings or improved supplier terms.
• Escalate significant pricing increases, supply interruptions, or supplier performance issues to management.

• Maintain an organized and professional office environment.
• Coordinate incoming and outgoing correspondence.
• Maintain administrative records, files, forms, and company documentation.
• Coordinate visitors, meetings, couriers, deliveries, and other office activities.
• Maintain adequate office supplies and administrative resources.
• Assist management with correspondence, reports, documentation, and special projects.
• Coordinate administrative requirements between departments.
• Ensure important administrative tasks are completed accurately and on time.
• Assist in maintaining and improving administrative processes within the ERP system.

ENTECH utilizes an external bookkeeper and external accountant.

The Office Manager is not responsible for preparing financial statements, corporate tax returns, or performing professional accounting functions.

The Office Manager is responsible for the company's day-to-day financial administration and for ensuring information provided to the external bookkeeper and accountant is:

• Accurate
• Complete
• Organized
• Properly supported
• Submitted on time

The Office Manager will respond to requests from the bookkeeper and accountant and coordinate with management where additional information or approval is required.

• Maintain clear and professional communication with customers, suppliers, employees, candidates, and management.
• Exercise sound judgment when determining what can be handled independently and what requires management involvement.
• Promptly escalate significant customer, employee, supplier, recruiting, financial, pricing, or operational matters.
• Proactively bring important opportunities, risks, unusual circumstances, or problems to management's attention.
• Ensure management is informed of matters that could materially affect customers, employees, production, cash flow, pricing, or the business.
• Follow through on assigned matters until they are resolved.

• Maintain confidentiality of employee, customer, supplier, payroll, pricing, and company information.
• Maintain professional conduct when representing ENTECH.
• Handle sensitive employee and commercial information appropriately.
• Maintain accuracy and attention to detail in administrative and financial work.
• Accept feedback and continuously improve administrative processes and performance.