Office Manager

The Office Manager is responsible for the efficient day-to-day operation of the office, supporting human resources administration and light accounting functions. This role serves as the central point of contact for staff, vendors, and customers, ensuring smooth office operations, accurate financial record-keeping, and a positive workplace environment. 

Key Responsibilities 

Office Administration 

• Manage day-to-day office operations, including supplies, equipment, mail, and vendor relationships. 

• Maintain organized physical and digital filing systems for confidential and operational records. 

• Coordinate office calendars, meetings, travel arrangements, and team events. 

• Serve as the primary point of contact for visitors, clients, and service providers. 

• Ensure the office environment is professional, safe, and well-maintained. 

• Coordinating vehicle and building maintenance  

• Answer and route incoming calls accordingly 

Human Resources 

• Coordinate recruiting logistics, including job postings, interview scheduling, and candidate communications. 

• Manage new-hire onboarding: paperwork, I-9 and E-Verify, workstation setup, and orientation. 

• Administer offboarding processes, including exit interviews, final pay coordination, and return of company property. 

• Support benefits administration: open enrollment, employee questions, and carrier communications. 

• Track and administer paid time off, attendance, and leave requests (FMLA, sick, parental, etc.). 

• Assist leadership with performance review cycles, employee recognition, and basic employee-relations matters. 

• Ensure compliance with federal, state, and local employment regulations. 

Accounting & Finance (Light) 

• Prepare, issue, and send customer invoices accurately and on schedule. 

• Receive and post customer payments (checks, ACH, credit card, and electronic transfers); prepare bank deposits. 

• Monitor accounts receivable aging reports and proactively follow up on past-due accounts via phone, email, and written notices. 

• Reconcile customer accounts, research payment discrepancies, and resolve billing disputes in coordination with the sales team. 

• Process accounts payable: receive vendor invoices, verify approvals, code to the correct GL accounts 

• Maintain accurate records in the accounting system  

• Track employee expense reports, credit card receipts, and reimbursements. 

Qualifications 

Required 

• 3 years of experience in office management, administration, bookkeeping, or a combined HR/accounting support role. 

• Working knowledge of basic accounting principles, AR/AP processes, and invoicing. 

• Proficiency with accounting software (QuickBooks, Xero, or similar) and Microsoft Office (Word, Excel, Outlook). 

• Familiarity with HR fundamentals, including onboarding, benefits, and employment law basics. 

• Strong organizational skills and attention to detail with the ability to manage multiple priorities. 

• Excellent written and verbal communication skills. 

• Demonstrated ability to handle confidential information with discretion and professionalism. 

Preferred 

• Associate's or Bachelor's degree in Business Administration, Accounting, Human Resources, or a related field. 

• Prior experience in a small-business or owner-operated environment. 

Work Environment & Physical Requirements 

• Standard office environment; primarily on-site. 

• Regular use of computer, phone, and standard office equipment. 

• Occasional lifting of office supplies or files up to 25 lbs. 

This job description is intended to describe the general nature and level of work being performed. It is not an exhaustive list of all responsibilities, duties, and skills required, and may be modified at the company's discretion.