Office Manager

/  SUMMARY

Reporting directly to the Founders and with no direct reports, the Office Manager owns the day-to-day administrative and finance workflows that keep Hyperion running smoothly, including payroll administration, A/P and A/R workflow ownership, expense processing, office operations, and team member support. This role partners closely with external accountants and bookkeepers by maintaining clean coding, accurate documentation, and timely handoffs to support reporting and compliance. The Office Manager also maintains a weekly cash forecast for the Founders and provides light executive support focused on scheduling and meeting logistics.

Success in this role means improving cash visibility for the Founders, reducing billing and payment delays, and building cleaner, more repeatable administrative and finance processes across the company.

This role is not intended to be an in-house accounting role. General ledger reconciliations, financial statement preparation, and other accounting-heavy work are expected to be handled by external partners, with this role ensuring internal inputs are clean, complete, and on time.

/  LOCATION & WORK ARRANGEMENT

This role is based on site at our Holland, Michigan office. Because of the hands-on nature of the work and the need to support in-person operations, it is primarily an in-office position. Limited remote flexibility may be available over time for high-performing, highly trusted team members, based on business needs and manager approval.

/  KEY RESPONSIBILITIES

Financial & Administrative Operations

• Administer payroll and ensure payroll runs are accurate and on time, including auditing payroll and benefits-related changes and coordinating time-sensitive corrections.
• Own the Accounts Receivable workflow, including invoice issuance coordination, collections follow-up, and internal coordination on cash application.
• Own the Accounts Payable workflow, including invoice intake, routing for approvals, payment scheduling, and vendor communication.
• Process and review team member expense reports, ensuring accuracy and policy compliance.
• Partner with external accountants and bookkeepers by providing organized documentation, clean transaction support, timely responses, and clear handoffs to support compliance and reporting.
• Maintain and distribute a weekly cash forecast using Hyperion’s standard template by updating known inflows and outflows.
• Compile job cost closeout reporting by exporting project cost reports from QuickBooks and company ERP at project closeout and delivering them to leadership for review of final project performance metrics.
• Support annual admin documentation needs including 1099 support (W-9 collection and vendor tracking) and coordination of related documentation with external partners.
• Support workers comp audits and insurance certificate coordination.

HR & Team Member Support

• Support recruiting coordination, onboarding logistics, and team member lifecycle administration.
• Coordinate benefits administration, including working with insurance providers and brokers and supporting benefits-related communications and change processing.
• Support team member questions by directing team members to clear processes and self-service resources when available, and by improving those resources over time to reduce avoidable walk-ups and rework.

Office & IT Coordination

• Oversee day-to-day office operations and administrative processes, including mail and check handling (scanning, routing, and deposits).
• Maintain, update, and document Standard Operating Procedures (SOPs) so key administrative and finance workflows are consistent, auditable, and not dependent on tribal knowledge.
• Identify opportunities to enhance operational efficiency and implement practical improvements that reduce wasted time and recurring errors.
• Serve as the primary coordinator for the third-party IT service provider, including onboarding and offboarding access needs and basic troubleshooting routing, so team members get help quickly and systems access remains clean.

Executive Support & Company Events

• Assist with executive and company calendars, scheduling, and meeting logistics, including occasional follow-ups and action item tracking when requested.
• Plan and coordinate internal company events and team member gatherings, including logistics, vendor coordination, scheduling, and basic execution support.

/  QUALIFICATIONS

Education & Experience (REQUIRED)

• Several years in office management/operations/admin leadership that includes hands-on payroll, A/P, A/R, and expense workflows.
• Experience partnering with accountants or bookkeepers.

Education & Experience (Preferred)

• Experience maintaining and communicating a rolling forecast model, including a weekly cash forecast.
• Prior experience in a manufacturing/industrial or automation environment.

Skills & Tools

• Strong spreadsheet skills and comfort working with detail, version control, and clean inputs.
• Proficiency with office and collaboration tools (Teams, Outlook, Forms) and comfort learning new systems quickly. Experience with QuickBooks, Expensify, Monday.com, and Total ETO is preferred.
• Strong written and verbal communication skills, with the ability to communicate clearly with vendors, external partners, and team members across departments.

Personal Characteristics

• Strong ownership mindset and follow-through, especially on time-sensitive work like payroll, benefits changes, and weekly reporting rhythms.
• High discretion, judgment, and professionalism when handling confidential information.
• Process-minded and improvement-oriented, with the ability to document workflows and reduce recurring errors.

Other Requirements

• Ability to sit, stand, or work at a computer for extended periods, and ability to lift or move items up to approximately 20 lbs (for example, office or event supplies).

/  BENEFITS

• Top-of-the-line healthcare plan, including vision and dental.
• Investment plan (401k) with 4% match.
• Life insurance.
• Flexible work hours & scheduling.
• $75/mo phone stipend.
• $350/yr work clothing allowance.
• $250/yr tool allowance.
• Up to 22 days of PTO & paid holidays.
• Paid parental and medical leave.

/  ABOUT HYPERION

Find out what it’s like to wake up every morning and look forward to going to work. All our team members bring their own expertise and experience to each project, allowing us to collaborate and create the best solutions possible for each client. And when the project is done, we make sure that you have the benefits you need to relax and have fun.

/  OUR VALUES

We Create Great Leaders.

We cultivate the qualities that make great leaders, trusting one another and valuing the voice of every team member.

We Forge Strong Relationships.

We take care of our people, whether they’re clients, community or team members.

We Ride to the Challenge.

We can automate anything—we’re not afraid of the most complex challenges.

We Are Hyperion.

We work as a team and for our team. We stand behind the brand and reputation we’ve built over more than 25 years.