Job Description

About Swan Analytical USA

Swan Analytical USA is the North American subsidiary of Swan Analytical Instruments, a leading global provider of high-performance online analytical instruments for water quality monitoring. Our customers span critical industries such as power generation, municipal water, pharmaceutical manufacturing, and ultrapure water systems. We pride ourselves on Swiss engineering, reliability, and superior customer support.

Position Overview

The Swan USA office manager plays a key role in ensuring smooth operation between the office, logistic, and administrative departments. This role supports multiple departments and will manage daily operations, coordinate order fulfillment, and maintain an organized facility. This position is ideal for someone with strong multitasking skills, high attention to detail, and a proactive approach to managing office, logistics, and facility needs.

Key Responsibilities

Office Administration

• Manage general office operations and ensure a professional, efficient work environment.
• Vendor set up and implementation
• Support and supervise order entry team
• Procurement of 3rd party products including office supplies
• Back up and support HR, sales, finance, and service-related functions when needed
• Review clients service contracts, terms and conditions, and other related documents

Logistics & Order Handling

• Manage logistics team, working with couriers, freight companies, and customs as needed.
• Coordinate with the Sales teams to process customer orders accurately and on time.
• Maintain incoming and outgoing shipping documentation, and tracking processes in collaboration with finance and warehouse staff.
• Control inventory stock, handle adjustments, and ensure accuracy with bi- annual physical accounts
• Continuously review and improve standard operating procedures to ensure timely and cost-effective delivery.

Building & Facility Maintenance

• Serve as the point of contact for building management, contractors, and service providers.
• Monitor the cleanliness, safety, and upkeep of the office and warehouse facilities.
• Coordinate and track maintenance, repairs, and facility upgrades as required.
• Ensure compliance with Federal and State health and safety regulations.

Qualifications

• 5+ years of experience in office management, logistics coordination, or general management roles.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, Teams); experience with ERP/order entry systems preferred.
• Excellent organizational and multitasking abilities.
• Strong communication skills and a collaborative team mindset.
• Ability to manage vendor relationships and maintain facility standards.

Experience in an industrial, manufacturing, or distribution environment is a plus

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