Overview
We are looking for a Finance & Office Manager to take ownership of our financial operations and become a key part of our management team. This is not a bookkeeping-only role. You will work directly with the President to manage financial reporting, support operational decision-making, and help build the administrative infrastructure that keeps the company running cleanly and efficiently.
The right person is organized, detail-oriented, comfortable in QuickBooks Desktop, and ready to grow into a leadership position at a company where their work genuinely matters.
Responsibilities
- Financial Management
- Manage accounts payable and accounts receivable, including invoicing, collections, and vendor payments
- Perform month-end close and reconcile bank and credit card accounts
- Generate and maintain financial reports including P&L, balance sheet, and cash flow
- Track key metrics including gross margin, days sales outstanding (DSO), and on-time delivery (OTIF)
- Coordinate with our CPA and external advisors as needed
Order Management and Customer Fulfillment
- Enter customer sales orders accurately into QuickBooks, confirming part numbers, quantities, pricing, and shipping instructions
- Issue order acknowledgments to customers and communicate lead times
- Coordinate with the Operations Manager and shop floor to track order status against promised ship dates
- Manage shipping logistics including carrier selection, package preparation, BOL and packing list generation, and shipment confirmation
- Enter actual ship dates and close out sales orders upon confirmed delivery
- Process customer invoices immediately upon shipment and ensure invoices match the original order and any agreed-upon terms
- Handle customer inquiries related to order status, shipping tracking, and invoice discrepancies
- Maintain organized sales order files for audit readiness and customer reference
Purchasing and Inventory
- Initiate purchase orders for raw materials, components, hardware, and supplies based on sales order activity, production schedules, and reorder points
- Confirm PO acknowledgments from vendors and track expected delivery dates
- Receive purchased items in QuickBooks, matching receipts to POs and flagging discrepancies
- Maintain accurate vendor records including lead times, pricing, and preferred contacts
- Perform or coordinate periodic inventory counts and reconcile physical counts to QuickBooks inventory records
- Identify slow-moving or excess inventory and flag it for review
- Work with the Operations Manager to align purchasing decisions with shop floor needs and cash flow priorities
Payroll and HR Administration
- Process weekly payroll and maintain accurate employee records
- Administer benefits including 401(k) enrollment and paid time off tracking
- Support employee onboarding and offboarding processes including paperwork, systems access, and recordkeeping
Office and Administrative Management
- Manage day-to-day office operations including supplies, vendor relationships, and facility coordination
- Maintain organized records for compliance, audit readiness, and ownership transition support
- Serve as the administrative point of contact for customers, vendors, and staff
- Support the President with reporting, correspondence, and special projects as the business evolves
Experience
- 3 or more years of experience in bookkeeping, accounting, or office management in a small business or manufacturing environment
- Proficiency in QuickBooks Desktop (Enterprise experience is a plus)
- Hands-on experience with order entry, purchasing, and invoicing workflows, ideally in a product-based or manufacturing business
- Strong attention to detail and comfort working with numbers every day
- Ability to work independently and take initiative without waiting to be told what to do
- Clear communicator who works well with a small team
- Interest in growing into a broader leadership role as the company evolves
Why Millibar
We build real products, solve real engineering problems, and work with customers across the robotics and automation industry. You will have a direct line to the President, real responsibility from day one, and the opportunity to be part of shaping the company's next phase of growth. If you want a role where your work is visible and your impact is real, this is it.
Pay: $75,000.00 - $90,000.00 per year
Benefits:
- 401(k) matching
- Paid time off
Work Location: In person
