Senior Office Manager

We have a client in San Jose, CA seeking a strong Senior Office Manager/Accounting Manager to join their team!

This is a full-time position and NOT a contract role!

Ideal candidate has a mix of Office Operations and Accounting experience working in the construction or similar industry.

Reports to: Chief Operating Officer (COO)

Location: San Jose, CA (Hybrid)

Salary: $100-$110K

Benefits: 401(k), 401(k) matching, Dental insurance, Health insurance, Life insurance, Paid time off, Referral program, Tuition reimbursement, Vision insurance

About the Role

We are seeking a detail-oriented and proactive Office & Operations Manager to oversee day-to-day operations and ensure the smooth functioning of our office. This role combines responsibilities across office management, accounting and finance support, human resources administration, IT coordination, and operational excellence. The ideal candidate is a hands-on professional who thrives in a dynamic environment and takes pride in creating efficient systems that support team success.

Key Responsibilities

Office & Facilities Management

• Oversee all office operations to ensure a professional, efficient, and safe work environment.
• Manage office vendor relationships and service contracts (janitorial, office supplies, utilities, maintenance).
• Coordinate office and facility needs, including space planning and maintenance scheduling.

Accounting & Finance Support

• Manage daily accounting functions, including accounts payable, payroll, and general ledger reconciliations.
• Support month-end and year-end closing processes in collaboration with the COO.
• Maintain accurate financial records and assist in preparing financial reports.

Human Resources Administration

• Assist with recruitment, onboarding, and employee recordkeeping.
• Support benefits administration and ensure compliance with employment laws.
• Help foster a positive company culture aligned with organizational values.

Information Technology Coordination

• Serve as the point of contact for IT vendors and managed service providers.
• Oversee maintenance of office technology, software licenses, and security systems.
• Support system rollouts and ensure staff have the tools needed for success.

Operational Excellence

• Develop and implement office policies and procedures to improve efficiency.
• Track, analyze, and report on key operational metrics.
• Anticipate and resolve operational challenges, escalating issues as needed.

Other duties as assigned.

Qualifications

• Bachelor’s degree in Accounting, Business Administration, or related field required.
• Minimum 3 years of office management or business administration experience, ideally in a construction or professional services environment.
• Strong accounting background with proficiency in bookkeeping, budgeting, and financial reporting.
• Experience managing HR processes, facilities, and IT coordination preferred.
• Proficiency with Google Workspace and comfort with SaaS and cloud-based business tools.
• Exceptional written and verbal communication skills.
• Strong organizational and problem-solving abilities with keen attention to detail.
• Ability to self-manage and handle multiple priorities effectively.
• Professional demeanor, confidentiality, and integrity are essential.

Personal Attributes

• Proven ability to lead and organize operations with accuracy under tight deadlines.
• Highly motivated, proactive, and analytical thinker.
• A “hands-on” professional who inspires confidence and fosters teamwork.
• Dedicated to continuous improvement and professional growth.