General Affairs Manager

About the job

General Affairs Manager

Department: General Affairs / Administration
Reports To: Administration Director / Executive Management
Classification: Exempt – Salaried
Employment Type: Full-Time
Travel: Travel to company and customer locations may be required

Position Summary

The General Affairs Manager is responsible for supporting the company's administrative, legal, insurance, safety, property, and general corporate compliance functions. This position works across multiple departments and company locations to ensure business risks, regulatory requirements, insurance matters, legal documentation, facilities, company property, and administrative needs are appropriately managed.

The General Affairs Manager serves as a central point of coordination between company leadership, Human Resources, Operations, Accounting, Safety, insurance providers, legal counsel, property management, vendors, and other external business partners.

This position requires strong organization, confidentiality, attention to detail, problem-solving skills, and the ability to manage multiple projects and compliance requirements simultaneously.

Essential Duties and Responsibilities

Insurance & Risk Management

• Coordinate and maintain company insurance policies, including general liability, property, automobiles, workers' compensation, and other applicable business coverage.

• Maintain current certificates of insurance (COIs) and coordinate requests from customers, vendors, landlords, and other business partners.

• Assist with insurance renewals by gathering company information, loss history, property information, vehicle information, employee data, and other requested documentation.

• Coordinate insurance claims and maintain documentation related to accidents, property damage, vehicle incidents, and other insurance events.

• Communicate with insurance brokers, carriers, adjusters, and internal departments regarding claims and coverage matters.

• Assist management with identifying operational and administrative risks and implementing appropriate controls.

Legal & Corporate Administration

• Serve as an administrative liaison between the company and outside legal counsel.

• Coordinate legal documentation, notices, claims, subpoenas, requests for information, and other legal correspondence.

• Maintain organized and confidential legal and corporate records.

• Assist with collecting documents and information requested by attorneys, insurance representatives, government agencies, or company leadership.

• Track legal matters, deadlines, responses, and required follow-up.

• Support the review and administration of contracts, leases, service agreements, and other corporate documents.

• Maintain records of business licenses, registrations, permits, and other required corporate documentation.

OSHA, Safety & Regulatory Support

• Support company compliance with applicable OSHA and workplace safety requirements.

• Coordinate OSHA recordkeeping documentation, including OSHA 300, 300A, and 301 records, as applicable.

• Assist with workplace accident and incident documentation, investigations, corrective actions, and follow-up.

• Coordinate responses and documentation related to OSHA inspections, inquiries, citations, or corrective actions.

• Partner with Human Resources and Operations to identify workplace hazards and support corrective and preventive actions.

• Assist with maintaining safety policies, procedures, inspection records, training documentation, and compliance records.

• Support emergency preparedness and company response procedures.

Property, Facilities & Company Assets

• Coordinate administrative oversight of company-owned and leased properties.

• Maintain records for leases, property agreements, utilities, inspections, repairs, maintenance, and facility-related services.

• Coordinate with landlords, property managers, contractors, and vendors regarding facility needs.

• Assist with facility repairs, preventative maintenance, security systems, access control, utilities, and other property-related matters.

• Maintain records of company property and major assets as assigned.

• Assist with property openings, relocations, expansions, and closures.

• Coordinate property damage claims and repairs when necessary.

Vendor & Contract Administration

• Coordinate relationships with assigned vendors and service providers.

• Assist with obtaining quotes, proposals, service agreements, and supporting documentation.

• Maintain vendor contracts, certificates of insurance, licenses, and other required documentation.

• Monitor contract and service renewal dates and notify management of upcoming deadlines.

• Assist management with reviewing vendor performance, service needs, and costs.

• Coordinate with Accounting regarding invoices, service agreements, and vendor documentation as necessary.

General Corporate Support

• Provide administrative and compliance support to Human Resources, Operations, Accounting, Transportation, Safety, and Executive Management.

• Assist with company projects that involve multiple departments or locations.

• Maintain organized records and tracking systems for assigned corporate responsibilities.

• Develop reports, summaries, trackers, and presentations for management as needed.

• Assist with internal and external audits by collecting and organizing requested documentation.

• Support company ISO 9001 requirements and other management-system activities when applicable.

• Assist with company policy and procedure development related to assigned areas.

• Monitor deadlines, renewals, inspections, permits, contracts, claims, and corrective actions.

• Coordinate special projects assigned by executive management.

• Maintain confidentiality of company, employee, legal, insurance, and business information.

Cross-Functional Relationships

The General Affairs Manager will work closely with:

• Executive Management

• Human Resources

• Operations

• Accounting and Finance

• Transportation

• Safety

• Site Management

• Insurance Brokers and Carriers

• Legal Counsel

• Property Managers and Landlords

• Government and Regulatory Agencies

• Customers

• Contractors and Vendors

Qualifications

Education:

• Bachelor's degree in Business Administration, Management, Risk Management, Safety, Human Resources, or a related field preferred.

• Equivalent combination of education and relevant professional experience may be considered.

Experience:

• 3–5 years of experience in corporate administration, general affairs, compliance, risk management, insurance, safety, facilities management, or a related function preferred.

• Experience supporting multiple departments or company locations preferred.

• Experience working in logistics, warehousing, transportation, manufacturing, or a similar operational environment is preferred.

Knowledge, Skills & Abilities

• Strong organizational and document-management skills.

• Ability to manage multiple projects, deadlines, and priorities.

• Working knowledge of corporate insurance and claims administration.

• General understanding of OSHA requirements and workplace safety practices.

• General understanding of contracts, leases, legal documentation, and corporate compliance.

• Strong written and verbal communication skills.

• Strong problem-solving and analytical skills.

• Ability to communicate effectively with executives, employees, attorneys, insurance representatives, customers, vendors, and government agencies.

• High level of professionalism, discretion, and confidentiality.

• Strong attention to detail and follow-through.

• Proficiency with Microsoft Office, including Excel, Word, Outlook, and PowerPoint.

• Ability to develop and maintain spreadsheets, trackers, reports, and document-control systems.

• Ability to work independently while coordinating effectively across multiple departments.

• Ability to travel between company locations as business needs require.

Physical Requirements

• Primarily office-based position with periodic visits to warehouses, transportation operations, customer locations, and other company facilities.

• Ability to sit and work at a computer for extended periods.

• Ability to walk through warehouse and operational environments when conducting inspections, investigations, or facility reviews.

• Ability to travel by vehicle and/or air as required.

Key Areas of Accountability

The General Affairs Manager is expected to maintain effective oversight and coordination of:

Insurance | Legal Administration | OSHA & Safety | Property & Facilities | Claims | Contracts | Vendors | Corporate Compliance | Risk Management | Company Assets | Audits | General Administration

Other Duties

This job description is not intended to contain a comprehensive listing of all activities, duties, or responsibilities required of the employee. Duties, responsibilities, and activities may change at any time based on company needs and at the direction of management.