Office Manager
Position Office Manager
Reporting to Ops. Mgr & President
Department Office
Job Description / Role Overview
The Office Manager is a vital leadership role responsible for the oversight, coordination, and
execution of all administrative and operational office functions. This includes reception, AR/AP,
payroll, HR support, reporting, compliance, and internal communication. The Office Manager
ensures accuracy, timeliness, and professionalism across all office functions while contributing
to organizational growth and team support.
NOTE: This job description is not all-inclusive. Additional duties may be assigned as needed,
including support for cross-functional operations.
Responsibilities (Tasks Associated with This Role)
● Oversee all aspects of daily office operations and administrative systems to ensure
efficient and organized workflow
● Generate and maintain financial records, including up-to-date monthly financial
statements and reconciliation reports
● Calculate, track, and enter payroll information; process payroll and reconcile all payroll
liabilities to the general ledger, process payroll federal tax
● Prepare and submit accurate invoices in accordance with billing schedules; enter all
invoices requiring payment via check or bank draft
● Identify and resolve discrepancies in accounts payable (A/P) and accounts receivable
(A/R)
● Reconcile accounts monthly and quarterly to ensure billing accuracy and financial
integrity
● Submit coded invoices to customer portals (OpenInvoice, Hilcorp, etc)
● Process new hire paperwork and onboarding documentation; support timekeeping
accuracy and HR file compliance
● Develop reports for earnings, deductions, taxes, disability, and other employee leave
data
● Maintain accurate and up-to-date vendor files to ensure timely and streamlined payment
processing
● Contact customers to collect outstanding payments or negotiate alternative
arrangements, and update customer account records accordingly
● Perform research and due diligence to resolve outstanding financial or procedural issues
efficiently
● Ensure the office complies with internal SOPs and maintains a clean, safe, and
well-organized working environment
● Assist in scheduling and coordinating meetings, staff training sessions, and team
communications
● Maintain physical and digital filing systems for payroll, HR, finance, and customer
records
● Monitor supply levels and coordinate ordering to support daily office functionality
● Support weekly KPI tracking and reporting in collaboration with management
● Contribute to process improvements, documentation of systems, and development of
office SOPs
● Offer administrative assistance to various departments, including Operations, as needed
Customer Service
● Provide a warm, professional greeting to all customers in person, over the phone and
digital communication.
● Communicate with customers in a polite, solution-oriented manner for inquiries,
incoming jobs, billing issues, payment collections, and problem solving.
● Provide timely updates and maintain thorough documentation of customer interactions.
Data Collection, Reporting & Invoicing
● Collect and enter data for payroll, accounting, taxes, and HR reporting
● Assist with development of financial reports and executive dashboards
● Maintain timely and accurate invoicing and billing entries in accordance with
organizational standards
● Prepare weekly and monthly reporting for management and financial tracking
Management Support & Coordination
● Liaise with department heads and senior leadership to support strategic goals and
operational needs
● Schedule meetings, coordinate agendas, and assist with minutes and documentation
● Support project management tracking and internal deadlines
Key Results (Expected Accomplishments)
● Smooth and efficient office operations and workflow
● Timely, accurate reporting and reconciliation of financial and payroll information
● Organized and compliant administrative records (employee, vendor, customer)
● Accurate billing, payment processing, and resolution of A/P and A/R concerns
● Strong internal communication and support of leadership initiatives
● Organized workspaces and maintained supply levels
● Positive customer and staff interactions
Requirements (Expected Proficiencies)
● Strong organizational and time management skills
● Excellent written and verbal communication
● Proficient in accounting and payroll processes
● Experience with data entry, financial reporting, and invoice processing
● Skilled in spreadsheets, Google Workspace, and accounting platforms
● Able to learn & use app. based software for work order tracking, communication, etc.
● Familiarity with HR procedures, onboarding, employee record management, conflict resolution, and conflict mitigation.
● High attention to detail and accuracy in all tasks
● Ability to maintain confidentiality and handle sensitive information
● Ability to work independently and in coordination with multiple departments
● Problem-solving and follow-through on open tasks
● Willingness to learn and improve systems and processes
● Must be drug free.
● Must maintain a clean professional appearance
Work Schedule
● Standard schedule: Monday–Thursday, 7:00 AM – 5:00 PM lunch onsite or Monday–Thursday, 7:00 AM – 6:00 PM with 1hr lunch break
NEXT STEPS…
Step 1: Read Our Strategic Vision
Step 2: Fill out the Application
Note: The application includes questions about the Strategic Vision, so be sure to have it open on a separate tab for reference.
