Position <\/b>Office Manager<\/p>\n
Reporting to<\/b> Ops. Mgr & President<\/p>\n
Department <\/b>Office<\/p>\n
Job Description \/ Role Overview<\/strong> NOTE: This job description is not all-inclusive. Additional duties may be assigned as needed, Responsibilities (Tasks Associated with This Role)<\/strong><\/p>\n \u25cf Oversee all aspects of daily office operations and administrative systems to ensure Key Results (Expected Accomplishments)<\/strong><\/p>\n \u25cf Smooth and efficient office operations and workflow Requirements (Expected Proficiencies)<\/strong><\/p>\n \u25cf Strong organizational and time management skills Work Schedule<\/strong> NEXT STEPS…
\nThe Office Manager is a vital leadership role responsible for the oversight, coordination, and
\nexecution of all administrative and operational office functions. This includes reception, AR\/AP,
\npayroll, HR support, reporting, compliance, and internal communication. The Office Manager
\nensures accuracy, timeliness, and professionalism across all office functions while contributing
\nto organizational growth and team support.<\/p>\n
\nincluding support for cross-functional operations.<\/p>\n
\nefficient and organized workflow
\n\u25cf Generate and maintain financial records, including up-to-date monthly financial
\nstatements and reconciliation reports
\n\u25cf Calculate, track, and enter payroll information; process payroll and reconcile all payroll
\nliabilities to the general ledger, process payroll federal tax
\n\u25cf Prepare and submit accurate invoices in accordance with billing schedules; enter all
\ninvoices requiring payment via check or bank draft
\n\u25cf Identify and resolve discrepancies in accounts payable (A\/P) and accounts receivable
\n(A\/R)
\n\u25cf Reconcile accounts monthly and quarterly to ensure billing accuracy and financial
\nintegrity
\n\u25cf Submit coded invoices to customer portals (OpenInvoice, Hilcorp, etc)
\n\u25cf Process new hire paperwork and onboarding documentation; support timekeeping
\naccuracy and HR file compliance
\n\u25cf Develop reports for earnings, deductions, taxes, disability, and other employee leave
\ndata
\n\u25cf Maintain accurate and up-to-date vendor files to ensure timely and streamlined payment
\nprocessing
\n\u25cf Contact customers to collect outstanding payments or negotiate alternative
\narrangements, and update customer account records accordingly
\n\u25cf Perform research and due diligence to resolve outstanding financial or procedural issues
\nefficiently
\n\u25cf Ensure the office complies with internal SOPs and maintains a clean, safe, and
\nwell-organized working environment
\n\u25cf Assist in scheduling and coordinating meetings, staff training sessions, and team
\ncommunications
\n\u25cf Maintain physical and digital filing systems for payroll, HR, finance, and customer
\nrecords
\n\u25cf Monitor supply levels and coordinate ordering to support daily office functionality
\n\u25cf Support weekly KPI tracking and reporting in collaboration with management
\n\u25cf Contribute to process improvements, documentation of systems, and development of
\noffice SOPs
\n\u25cf Offer administrative assistance to various departments, including Operations, as needed
\nCustomer Service
\n\u25cf Provide a warm, professional greeting to all customers in person, over the phone and
\ndigital communication.
\n\u25cf Communicate with customers in a polite, solution-oriented manner for inquiries,
\nincoming jobs, billing issues, payment collections, and problem solving.
\n\u25cf Provide timely updates and maintain thorough documentation of customer interactions.
\nData Collection, Reporting & Invoicing
\n\u25cf Collect and enter data for payroll, accounting, taxes, and HR reporting
\n\u25cf Assist with development of financial reports and executive dashboards
\n\u25cf Maintain timely and accurate invoicing and billing entries in accordance with
\norganizational standards
\n\u25cf Prepare weekly and monthly reporting for management and financial tracking
\nManagement Support & Coordination
\n\u25cf Liaise with department heads and senior leadership to support strategic goals and
\noperational needs
\n\u25cf Schedule meetings, coordinate agendas, and assist with minutes and documentation
\n\u25cf Support project management tracking and internal deadlines<\/p>\n
\n\u25cf Timely, accurate reporting and reconciliation of financial and payroll information
\n\u25cf Organized and compliant administrative records (employee, vendor, customer)
\n\u25cf Accurate billing, payment processing, and resolution of A\/P and A\/R concerns
\n\u25cf Strong internal communication and support of leadership initiatives
\n\u25cf Organized workspaces and maintained supply levels
\n\u25cf Positive customer and staff interactions<\/p>\n
\n\u25cf Excellent written and verbal communication
\n\u25cf Proficient in accounting and payroll processes
\n\u25cf Experience with data entry, financial reporting, and invoice processing
\n\u25cf Skilled in spreadsheets, Google Workspace, and accounting platforms
\n\u25cf Able to learn & use app. based software for work order tracking, communication, etc.
\n\u25cf Familiarity with HR procedures, onboarding, employee record management, conflict resolution, and conflict mitigation.
\n\u25cf High attention to detail and accuracy in all tasks
\n\u25cf Ability to maintain confidentiality and handle sensitive information
\n\u25cf Ability to work independently and in coordination with multiple departments
\n\u25cf Problem-solving and follow-through on open tasks
\n\u25cf Willingness to learn and improve systems and processes
\n\u25cf Must be drug free.
\n\u25cf Must maintain a clean professional appearance<\/p>\n
\n\u25cf Standard schedule: Monday\u2013Thursday, 7:00 AM \u2013 5:00 PM lunch onsite or Monday\u2013Thursday, 7:00 AM \u2013 6:00 PM with 1hr lunch break<\/p>\n
\n<\/strong><\/p>\n