Office Manager

Job description

We are seeking a highly organized, detail‑oriented Office Manager to support daily operations across HR, accounting, procurement, and general services. This role is ideal for someone who enjoys variety, takes initiative, and thrives in a fast‑paced environment. The Office Manager will serve as a central point of coordination for employees, vendors, and leadership, ensuring smooth operations and consistent follow‑through. KEY RESPONSIBILITIES Office Management & General Services Serve as the primary point of contact for day‑to‑day office needs. Maintain office organization, cleanliness, and supply levels. Coordinate facility needs, including repairs, maintenance, and vendor visits. Manage incoming mail, packages, and shipments. Support leadership with scheduling, meeting preparation, and administrative tasks. Maintain digital and physical filing systems for easy retrieval and compliance. HR Support Assist with new‑hire onboarding, including preparing welcome materials, collecting documentation, and coordinating first‑day logistics. Maintain employee records and ensure confidentiality of sensitive information. Support timekeeping, attendance tracking, and PTO record maintenance. Help coordinate training sessions, safety meetings, and employee communications. Assist with recruitment logistics (posting jobs, scheduling interviews, communicating with candidates). Support HR compliance tasks such as policy distribution, documentation tracking, and audit preparation. Accounting & Finance Support Process vendor invoices and route for approval. Assist with expense tracking and reconciliation. Support basic bookkeeping tasks such as data entry, coding expenses, and maintaining financial records. Prepare documentation for monthly close and audits. Coordinate with external accountants or internal finance teams as needed. Procurement & Vendor Management Source and order office supplies, equipment, and materials. Maintain vendor relationships and negotiate pricing when appropriate. Track purchase orders, deliveries, and inventory levels. Assist with procurement documentation and ensure accurate record‑keeping. Support cost‑comparison and vendor evaluation projects. 2+ years of experience in office management, HR support, accounting support, or procurement. Strong organizational and multitasking skills. High attention to detail and accuracy. Proficiency with Microsoft Office (Excel, Word, Outlook) and basic accounting systems. Excellent communication and interpersonal skills. Ability to handle confidential information with discretion. Comfortable working independently and prioritizing tasks in a dynamic environment. All your information will be kept confidential according to EEO guidelines. Rolen Technologies services the transportation industry by engineering, designing and fabricating the interior components of commercial trains. In Rochester we are currently working on several transportation/train projects for which we provide bathroom units for new trains. At the facility we assemble the bathroom units and ship them to our clients – Alstom & Rotem – so they can place them in their trains.