Office Manager

Position Summary

The Office Manager oversees daily business office operations, bookkeeping and accounting functions, payroll, human resources administration, and employee benefits. This position supervises office staff and ensures accurate financial records, efficient office procedures, and compliance with company policies and applicable regulations. This is an onsite position in Honolulu, Hawaii.

Key Responsibilities

1. Office Management

• Supervise and coordinate the daily activities of office staff to ensure efficient operations and timely completion of assigned duties.
• Maintain organized office procedures, records, and administrative systems.
• Monitor compliance with company policies, healthcare regulations, and applicable federal and state requirements.
• Support the Administrator with operational, reporting, and administrative needs.

2. Bookkeeping & Accounting

• Maintain accurate financial records, including accounts payable, accounts receivable, general ledger entries, and bank reconciliations.
• Process payroll, record wages and payroll taxes, and allocate labor expenses to the appropriate departments.
• Prepare monthly financial statements, income statements, trial balances, and other required financial reports.
• Monitor accounts receivable and coordinate collection efforts with staff, payment intermediaries, and collection agencies.
• Maintain fixed asset records and administer financial accounts related to profit-sharing plans and employee benefit deductions.

3. Human Resources Administration

• Coordinate employee onboarding documentation, maintain confidential personnel files, and ensure employee records are current and secure.
• Administer employee benefits, insurance programs, profit-sharing plans, and cafeteria/Flexible Spending Account (FSA) programs.
• Maintain job descriptions, the Employee Handbook, and HR policies and procedures.
• Assist with payroll administration, compensation adjustments, and compliance with employment laws and regulations.
• Coordinate with benefit providers and third-party administrators to ensure accurate and timely processing of employee benefits.
• Additional Duties: Attend staff meetings and required training, stay informed of relevant regulatory changes, assist with audits and regulatory inquiries, and perform other duties as assigned by the Administrator.

Requirements

• Bachelor's degree from an accredited school in business administration and accounting or 3 years of equivalent experience . Long-term care facility experience preferred.  

• Demonstrated supervisory experience of one (1) year in a business setting. Experience in basic and intermediate accounting procedures and knowledge of basic and intermediate accounting principles essential. Exposure and knowledge of finance highly desirable. Requires some knowledge of group dynamics and to establish and maintain cooperative working relationship with others, using tact and diplomacy. Ability to communicate and relate well with all levels of employees.