Job Details
Company
Minicam Inc are the US sales, distribution and service arm of the Minicam Group, a UK based manufacturer who specialize in the design, manufacture and distribution of pipeline inspection and maintenance systems, including the Minicam, Dancutter and Sewetronics product lines.
Our inspection systems are assembled, tested, and distributed from our purpose built modern facilities in Salford, near Manchester in the UK, Viborg in Denmark and Rzeszow in Poland with a satellite site in Austria producing machined components.
The Minicam Group is an operating company of Halma Plc, a FTSE50 group of companies which specialize in safety, healthcare and environmental products and technologies.
Role Summary
Minicam are recruiting an Office Manager based at our US Head Office in Livonia, Michigan to carry out administrative processes, across Sales, Purchasing, HR and Finance in a varied role. The Office Manger will be a key member of the US team, working closely with the Finance team based in the UK providing reports and information for Finance reporting and working to improve processes to position the business for future growth. The successful candidate will be a strong communicator with a proactive attitude, willing to get involved in activities and processes across different areas of the business with a can do attitude to solving problems in a business that is growing quickly. Reporting to the President, this role offers the chance to join a fast-growing business in a varied role with the freedom to identify and drive value adding improvements and change in the business.
Responsibilities/Tasks
Administration Sales, Purchasing, Shipping and Finance
- Carry out sales administration process, using Salesforce and quickbooks to process service jobs providing estimates to customers, following the process through to invoicing.
- Arranging shipment of goods to customers for new equipment sales and service
- Customs clearance of incoming shipments from the UK
- Produce weekly order and cash reports for submission to the finance team
- Process purchase invoices in Quickbooks
- processing and approval of bank payments
- Credit control and recovery of cash
- Banking of cheques
- Collate and process sales team expense claims
- Processing of credit card statements
- Weekly bank reconciliations
- Monthly sales tax payments
- Manage payments required on government contracts
- Support the UK Finance team on ad hoc projects such as new systems projects
- Vehicle registrations and management of dealers licence
- Continual improvement of administrative processes with a view to modernising the way our administrative processes are carried out
HR
- Manage weekly timesheets and overtime and complete monthly commissions calculations for input into payroll
- Manage registrations for tax for any employees based in new states
- Be the local HR representative providing day to day HR support. Carry out Minicam Inc HR processes covering policies and procedures, contracts, employee communications, new starter inductions and onboarding, absence management, disciplinaries, leaver processes, HR reporting and other HR related local compliance in collaboration with the UK based HR & Talent Manager
Other Office Duties
- Answer telephones and greet visitors
- Incoming and outgoing post
- Manage company vehicle fleet arranging, services etc
- Take responsibility for any facilities issues across the site contacting external companies to resolve any facilities issues that arise
- Order and monitor office supplies (stationary/cleaning/canteen)
- Manage and welcome visitors arranging travel and accommodation where necessary
Requirements
- Bachelors degree or equivalent experience
- Experience within an administrative role, covering sales administration, HR and finance support
- Strong communication skills, both written and oral, with an ability to communicate across all levels of the business
- A pro-active can-do approach
- A good understanding of administrative processes
- Computer literate with strong excel skills and the ability to quickly adapt to and understand new systems
- Strong problem-solving skills with a proactive attitude to driving improvements.
- Ability to work on your own or as part of a team