What are the responsibilities and job description for the Office Manager position at My Green Lunch?
About My Green Lunch
My Green Lunch provides fresh, healthy, sustainably sourced meals for Silicon Valley schools. As we grow, we're looking for an organized, people-focused office manager to keep our team supported and our daily operations running smoothly.
The role
The Office Manager runs human resources and day-to-day operations for My Green Lunch. You'll recruit and onboard staff, handle HR and benefits through TriNet, keep us compliant with labor and safety law, and keep the office running, from supplies and vendors to insurance and bill payment.
This role suits a proactive, detail-oriented professional who enjoys wearing many hats and building a positive workplace culture.
Key responsibilities
Human resources
- Manage hiring, job postings and new-hire onboarding
- Handle write-ups and document performance and conduct issues
- Stay current on federal, California and local employment law and roll out required annual policy changes
- Serve as the primary contact with TriNet for HR and benefits administration
- Monitor the time and attendance system and provide accurate hours to the CEO for payroll
- Serve as the contact with EDD for unemployment claims and related matters
- Manage and monitor workers' compensation claims and reporting
- Maintain accurate, confidential employee files
- Support staff meetings as needed
Training and safety
- Coordinate required compliance training
- Keep the company safety plan and OSHA documentation up to date
- Translate company documents from English to Spanish
Office management
- Manage the front office
- Keep the workplace clean, organized and well supplied
- Order and manage office and kitchen supplies and paper goods
- Manage vendor relationships (equipment, facilities, IT support)
- Coordinate staff schedules and calendars across departments
- Handle incoming communications, correspondence and administrative requests
- Plan company meetings, training sessions and team events
Operations
- Work with staff to build and improve processes and procedures
- Work with insurance companies on claims and policy updates (auto, business and workers' compensation)
- Support leadership with special projects and other duties as assigned
Finance and cash flow
- Track office budgets and expenses; process invoices and reimbursements
- Write checks for rent, vendors and other payables
- Monitor vendor accounts for billing accuracy
- Deposit checks and record ACH transactions
- Provide billing support, including preparing customer invoices and following up on open accounts
Qualifications
Required
- 3 years of experience in HR, office management or a related administrative role
- Working knowledge of employment law and HR best practices
- Hands-on experience with TriNet or a comparable PEO/HRIS platform, including benefits administration
- Basic bookkeeping: writing checks, reconciling vendor accounts, recording deposits and ACH transactions
- Familiarity with OSHA requirements and workplace safety compliance
- Experience managing vendors and ordering supplies
- Strong organization, with the ability to juggle multiple priorities and deadlines
- Excellent written and verbal communication and customer service skills
- Discretion and professionalism with confidential information
- Proficiency with Microsoft Office
Preferred
- Bachelor's degree in human resources, business administration or a related field
- Spanish fluency
- Experience working with insurance carriers on claims and policy updates
- SHRM-CP, PHR, or similar HR certification
Hours: Monday - Friday 7:00 AM to 12:30 PM
Approximately 25 - 30 hours a week