Office Manager

Company: Chickmont Foods Ltd.

Job Summary

The Office Manager is responsible for overseeing the day-to-day administrative and office operations of the Sales & Distribution function within the Sales & Distribution department. This role provides leadership to the Sales Clerks and administrative team, ensures the smooth coordination of office processes, and supports the Lead Inventory Manager and the Sales & Distribution Manager in achieving operational efficiency and service excellence.

Responsibilities

Office Operations & Administration

• Oversee and coordinate all administrative functions within the Sales & Distribution office to ensure efficiency and accuracy.
• Lead, supervise, and provide guidance to Sales Clerks and administrative support staff.
• Generate picking slips to facilitate timely and accurate processing of sales transactions.
• Populate and maintain daily production and customer reports.
• Record and communicate price changes to internal teams and external customers.
• Order and manage office and departmental supplies.
• Provide administrative support to the Sales & Marketing department as required.
• Ensure proper tracking of short weights and escalate discrepancies where necessary.

Payroll & Time Management Administration

• Collect, verify, and process time punch records for submission into the AS400 system.
• Maintain and update payroll-related records with a high level of accuracy and confidentiality.
• Manage and track employee time-off requests, including vacation, sick leave, and compassionate leave, ensuring proper approvals and record-keeping. 

Customer Service & Coordination

• Engage with both exclusive and non-exclusive customers, maintaining strong professional relationships.
• Handle and resolve customer complaints in a timely and effective manner, escalating where required.
• Monitor customer feedback and provide insights and recommendations to the management team.
• Coordinate seasonal and corporate initiatives such as Christmas gifts and hampers for customers.

Employee Relations & Team Support

• Address and manage employee issues within the department, escalating more complex matters to the Lead Inventory Manager and/or Sales & Distribution Manager or HR as appropriate.
• Serve as a point of contact for administrative and operational concerns within the team.
• In the absence of any of the office personnel, ensure continuity of duties through delegation to a designated Supervisor within the division.

People Management

• Provide direct supervision, coaching, and support to Sales Clerks and administrative staff.
• In collaboration with the Sales & Marketing management team:
  • Assist in motivating and monitoring team performance.
  • Participate in recruitment activities, including shortlisting candidates using the company’s HRIS (BambooHR).
  • Conduct interviews as required.
  • Support the performance management process by providing ongoing feedback, clarifying expectations, and identifying development areas.
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Training & Development

• Partner with the Sales & Marketing and HR teams to support training, development, and talent management initiatives.
• Assist in identifying training needs through observation, performance feedback, and operational requirements.
• Support or facilitate training sessions where required to enhance team capability and performance.

Qualifications & Experience

• Associate’s or Bachelor’s degree in Business Administration, Management, or a related field (or equivalent experience).
• Minimum of 3–5 years’ experience in an administrative or office management role, preferably within a manufacturing, distribution, or logistics environment.
• Experience supervising or leading administrative teams.
• Familiarity with payroll systems (would be an asset).
• Experience using Microsoft Office Suite
• Strong organizational and multitasking skills.
• Leadership and team management capability.
• High attention to detail and accuracy.
• Excellent communication and interpersonal skills.
• Problem-solving and conflict resolution abilities.
• Ability to work in a fast-paced, high-volume environment.
• Strong customer service orientation.