What are the responsibilities and job description for the Office Manager position at Aqua Systems Inc.?
About Aqua Systems Inc.:
Aqua Systems Inc. has been a leader in providing cleaning solutions for the hospitality industry for over 38 years. With a commitment to growth and a positive work environment, we are expanding rapidly and are looking for dedicated individuals to join our team. Many of our employees have been with the company for over 20 years, and we offer opportunities for career advancement and long-term employment. Aqua Systems is proud to foster a culture where our employees and their families are valued.
Position Summary:
We are seeking an experienced, detail-oriented Office Manager to lead the day-to-day operations of our Arroyo Grande headquarters. This is a critical role responsible for keeping our administrative and operational systems running smoothly — from managing contracts and leases to supporting accounting, HR, and compliance functions. The right candidate thrives on organization, takes ownership, and understands that their attention to detail has a direct impact on company revenue and team performance.
Key Responsibilities:
- Oversee all general office operations, ensuring processes and SOPs are documented, followed, and continuously improved
- Manage contracts, equipment leases, and service agreements — tracking key dates and billing milestones to ensure nothing falls through the cracks
- Assist with bookkeeping functions including accounts receivable, accounts payable, invoicing, and financial recordkeeping
- Support HR functions including onboarding, employee file management, benefits administration, and policy compliance
- Coordinate across departments (operations, sales, service technicians) to facilitate communication and administrative support
- Identify billing gaps and operational inefficiencies; implement solutions to recover and protect revenue
- Manage office vendors, supplies, and administrative budgets
- Assist leadership with reporting, scheduling, and special projects as needed
Qualifications
Required:
- Bachelor's degree in Business Administration, Accounting, Finance, or a related field
- Minimum 10 years of office management experience
- Strong bookkeeping and/or accounting background — proficiency with financial records, invoicing, and reconciliation
- Demonstrated ability to build and enforce SOPs and administrative systems
- High proficiency with Microsoft Office (Excel, Word, Outlook) and common business software
- Exceptional organizational skills and follow-through — you don't let things slip
- Strong written and verbal communication skills
Preferred:
- Experience with HR administration (onboarding, employee records, compliance)
- Familiarity with service-based or distribution businesses
- Experience with BambooHR or similar HRIS platforms
- Experience with Sage Accounting or similar accounting software
What We Offer:
- Competitive salary commensurate with experience
- Benefits package including health insurance
- A stable, family-oriented company with 40 years of history and a strong team culture
- A leadership team that invests in its people and values how you treat others as much as what you accomplish
Aqua Systems Inc. offers a unique and supportive culture where employees are taught the skills needed for both professional success and personal growth. We take pride in providing a work environment that promotes mutual respect, open communication, and a family-first approach.
How to Apply:
Please submit your resume or a summary of your relevant experience. Final candidates will be required to pass a drug screen and criminal background check. For more information, please visit www.aquasystemsusa.com.
Aqua Systems Inc. is an Equal Opportunity Employer.