What are the responsibilities and job description for the Office Manager position at Chief of Minds?
We are looking for an Office Manager to run our client's end-to-end administrative operations. This is the hub of the company and the person who keeps onboarding, compliance, dispatch, and payroll running like clockwork so our field teams can focus on the work. If you are organized, dependable, and thrive in a fast-moving environment, we want to meet you.
What You'll Do
- Own the administrative operations of the office and serve as the central point of contact between the field and the office.
- Onboard new hires, process paperwork, coordinate drug tests, and enroll employees in required safety training.
- Dispatch employees to job sites based on daily project needs and participate in daily coordination calls with operations and project managers.
- Manage compliance: E-Verify submissions, safety council portals, credential and certification tracking, respirator fit tests, and drug test validity across multiple cities.
- Coordinate payroll in QuickBooks, track attendance, and flag discrepancies.
- Screen incoming calls, manage correspondence, maintain employee records, and handle day-to-day administrative tasks.
What You Bring
- Strong organizational skills and sharp attention to detail because you catch what others miss.
- Proficiency in Excel (filtering, lookups, building tables) and comfort learning new systems.
- Experience with QuickBooks for payroll (preferred training is available for the right candidate).
- Discretion and integrity: this role has access to sensitive information, and confidentiality is non-negotiable.
- Adaptability, persistence, and a team-first attitude that fits their close-knit, family-oriented culture.
- Contractor or industrial administration experience is a strong plus, familiarity with safety council portals (DISA and city-specific portals such as Baton Rouge, New Orleans, and Houston) is a plus.
What We Offer
- Competitive salary based on experience.
- Health insurance after 90 days, with the company covering 50% of the premium.
- Dental, vision, and life insurance 100% company-paid.
- Paid recognized holidays and paid time off.
- A defined growth path: this role can expand into broader oversight of finance, administration, and operations over time.
- A stable, mission-driven company that values its people and lives its values, Quality, Safety, Agility, Customer-Centric, Integrity, and Innovation.
Schedule
Monday through Friday, operations may run during some public holidays
Salary : $52,000 - $55,000