Office and Operations Manager

Job Summary

Office & Operations Manager — The Person Who Keeps the Trains Running on Time

Every great team has one.

The person who knows what’s happening before anyone has to ask.

The new employee shows up Monday morning? Their computer is ready, paperwork is handled, accounts are set up, and somebody remembered to tell them where the coffee is.

The printer dies? Already being handled.

A vendor hasn't called back? You know who to call next.

An insurance renewal is coming? It's been on your radar for six weeks.

Someone says, “Wait… who handles that?”

Everyone looks at you.

We’re looking for that person.

Pennywise Tax Strategies is hiring an Office & Operations Manager to become the operational heart of our office.

Think a little Ted Lasso mixed with Sydney and Richie from The Bear. (We’ve actually had to fight, as a team, about this particular sentence).

We believe work can be fun. We believe people matter. We laugh....a lot. We help each other. We don't take ourselves too seriously.

But when it's time to execute?

Yes, Chef.

Details matter. Follow-through matters. Standards matter. And taking care of the people around you matters.

We're looking for someone who understands both sides of that equation.

This Is Not an Entry-Level Office Job

We need someone who has worked in a professional office environment and understands what it takes to keep one running well.

Previous management or office leadership experience is strongly preferred.

Law firm, accounting firm, medical office, or other “white collar” office experience is a big plus.

Why?

Because if you've worked in a good professional office, you probably understand the world we're talking about: confidentiality, deadlines, documentation, compliance, professionals moving in 17 directions at once, clients who need answers, and details that cannot simply disappear into the abyss.

A business, operations, HR, administrative, or management background could also make you a great fit.

More than anything, we're looking for someone who takes ownership.

We don't want to give you a checklist every morning.

We want you to eventually be the person helping us write the checklist and making sure people are following it.

What You'll Own

You'll help run the day-to-day operations of Pennywise and make sure our people have what they need to do great work.

That includes:

• Running the daily administrative operations of the office
• Helping manage the physical office, equipment, supplies, maintenance, security, mail, and all the glamorous things nobody notices until they stop working
• Managing vendors and service providers and making sure issues actually get resolved
• Coordinating employee onboarding and offboarding
• Handling HR administration and maintaining confidential employee records
• Helping employees navigate routine questions involving policies, payroll, benefits, systems, and procedures
• Helping leadership develop, document, implement, and improve policies, procedures, SOPs, and checklists
• Tracking contracts, insurance, licenses, subscriptions, renewals, and important administrative deadlines
• Coordinating software accounts, technology access, equipment, and outside IT support
• Maintaining organized business and operational records
• Supporting purchasing and coordinating documentation with accounting
• Helping coordinate employee events, meetings, celebrations, and the things that make an office feel like a team
• Supporting leadership on projects and initiatives
• Seeing operational problems before they become leadership's problems
• Occasionally hearing, “I have absolutely no idea who should handle this,” and responding, “I'll figure it out.”

That last one is important.

The Person We're Looking For

You are organized, but not just because your desk looks nice.

You're organized because things don't fall through the cracks around you.

You anticipate.

You follow up.

You notice.

You document.

You solve.

If you tell someone you'll handle something, they can mentally cross it off their list. (Are you the type of person who gets a little nervous when someone else says they’ll handle it, and you’re mentally making a note of when you’ll have to check-in? You know what we’re talking about).

You're comfortable talking with employees, executives, clients, attorneys, accountants, insurance professionals, IT providers, repair people, and the guy who insists the copier is working perfectly when everyone in the building knows it absolutely is not.

You can be warm without being a pushover.

You can protect confidential information.

You know when you can make the call yourself and when something needs to go to leadership.

And when the office gets busy, you don't contribute to the chaos.

You help organize it.

About Pennywise

We're building something special at Pennywise Tax Strategies.

We care about doing excellent work. We care about our clients. And we care a lot about the people sitting next to us.

We're not interested in building a stuffy corporate environment where everyone whispers in hallways and communicates exclusively through meetings that should have been emails.

We want high standards and personality.

Accountability and kindness.

Professionalism and fun.

If you're looking for a job where you can hide in the background and wait for instructions, this probably isn't it.

If you're looking for a place where you can take ownership, build things, solve problems, take care of a team, and eventually become the person everyone wonders how they ever functioned without…

We should talk.

Come help us keep the trains running and make Pennywise an even better place to work.

Pay: $45,000.00 - $65,000.00 per year

Application Question(s):

• Tell us about a time that you went above and beyond to help someone whether it was a customer or team member.

Work Location: In person

Salary : $45,000 - $65,000