Clear Align is seeking a highly organized, technically fluent Office Manager & Employee Experience Coordinator to support executive leadership, HR, and operations in maintaining a world-class manufacturing facility. This role will oversee daily office functions, manage employee experience initiatives, support administrative processes, and coordinate customer returns. The ideal candidate is both a strategic and tactical thinker, excels in Excel, ERP systems, HRM systems, and ChatGPT, and is a responsive, accountable communicator who thrives in a fast-paced environment. This is a highly visible role at the center of employee culture, customer experience, and operational effectiveness—supporting Clear Align’s mission to deliver unrivaled customer focus and attention to accuracy and detail oriented.
Essential Duties & Responsibilities
Office Management & Facility Support
- Serve as the first point of contact for visitors; ensure secure entry, conference room setup, and guest hospitality (including meals and logistics)
- Manage office supply inventory, vendor coordination, and general upkeep across our 78,000 sq. ft. facility
- Lead office décor and furniture planning to reflect a high-tech, professional environment; track and manage related budgets
- Organize and oversee employee engagement initiatives, including the Best Places to Work Committee, Token Center, milestone gifts, and snack programs
- Monitor and answer multi-site company phone lines and surveillance systems
Employee Experience & HR Support
- Assist with employee timekeeping process, PTO/Sick Time tracking, processing consultant hours, and reporting aligned to budget
- Serve as a go-to resource for employee questions and benefit inquiries; become a knowledgeable liaison on benefit programs, employee resources and related policies
- Plan and execute company-wide events and team-building initiatives
- Support the Safety Committee: coordinate meetings, maintain SDS (Safety Data Sheets), and track compliance
- SDS sheets support OSHA/workplace safety compliance, employee chemical handling training, and emergency protocols for spills, exposures, and hazards
- Track employee training records and help organize required employee trainings
- Support HR Leadership in updating HRM systems and maintaining confidential records.
Tech-Driven Executive Support
- Learn and operate within the Visual Manufacturing ERP system (Infor)
- Pull and analyze operational data using advanced Excel functions (pivot tables, VLOOKUP, etc.)
- Use ChatGPT and automation tools to improve office management and executive support related workflows, reporting, and documentation
- Generate data summaries and reporting outputs to support time tracking
Position Requirements
- 2–5 years of work experience in office management, HR support, or manufacturing operations
- Strong proficiency in Microsoft Excel, ERP systems (Visual Manufacturing Infor a plus), and timekeeping tools
- Experience with HR processes including HRM systems management a plus
- Fluent in using ChatGPT or other AI platforms for workflow enhancement and documentation
- Strategic and tactical thinker with the ability to anticipate needs, solve problems, and streamline processes
- US person required with excellent written and verbal communication skills
- Highly organized, responsive, and dependable under pressure
- Experience in a defense or manufacturing environment is a plus, but we’re happy to train a highly capable candidate with the right skills, mindset, and professionalism.