Office Operations Manager

Office Operations Manager Desert Skies Energy Gilbert, AZ Job Details Part-time | Full-time $58,000 - $65,000 a year 1 hour ago Benefits Profit sharing Health savings account Paid holidays Health insurance Dental insurance 401(k) Paid time off Parental leave 401(k) matching Professional development assistance Flexible schedule Life insurance Retirement plan Qualifications Accounting systems Google Workspace Operations management ADP Process improvement Administrative experience QuickBooks Organizational skills CRM system proficiency Productivity software Payroll processing Office experience

Full Job Description Office Operations Manager Company:

Desert Skies Energy Location:

Gilbert, AZ Work Location:

In person

Job Type:

Full-time or part-time, depending on agreed schedule

Expected Hours:

30-40 hours per week

Schedule:

Flexible, typically Monday-Friday, consistent schedule to be agreed upon

Compensation:

$58,000-$65,000 per year, depending on experience, capability, agreed schedule, and scope of responsibility Bonus /

Profit Sharing:

Eligible for company performance-based profit sharing up to 10% of base salary About Desert Skies Energy Desert Skies Energy is a growing energy inspection and consulting company based in Gilbert, Arizona. We provide technical inspection and consulting services with a strong focus on accuracy, organization, service, and team culture. As the company continues to grow, we are looking for an Office Operations Manager who can take ownership of the recurring administrative, payroll, billing, office, and internal coordination work that keeps the business running smoothly. This is an important role in the company. We are flexible on schedule because we care more about finding a capable, dependable, high-ownership person than forcing a rigid 40-hour structure. Position Overview The Office Operations Manager will own the core office systems that support our employees, customers, vendors, accounting, payroll, billing, inventory, and internal operations. This role is best for someone who enjoys creating order, keeping records clean, following through on recurring deadlines, and making sure important administrative details do not fall through the cracks. This is not a receptionist role, and it is not a loose task-based assistant role. It is a hands-on office operations position with real ownership of payroll, accounts payable, accounts receivable, billing organization, employee administration, inventory, internal tracking, and office systems. The right person will be comfortable handling routine administrative responsibilities while also improving how those responsibilities are organized over time. Over time, there is room for growth in responsibility, compensation, and impact for someone who can independently own the role, improve processes, and help the company operate with less owner involvement. Schedule This is an in-office role in Gilbert, Arizona. We are open to a full-time or reduced full-time schedule for the right candidate, approximately 30-40 hours per week, Monday through Friday. The specific schedule can be set with the selected candidate, but it must be consistent and must reliably support payroll, billing, accounts payable, accounts receivable, employee administration, office coordination, and recurring deadlines. What You Will Own You will be responsible for keeping payroll and employee administration accurate, organized, and on schedule.

Responsibilities include:

Fully processing payroll through ADP. Supporting benefits administration, including enrollments, changes, employee questions, and related documentation. Maintaining employee records and internal employee files. Tracking PTO and related employee schedule information. Assisting with onboarding and offboarding administration. Helping maintain and update the employee handbook. Supporting employee recordkeeping, certifications, CEUs, and other recurring employee documentation. Handling confidential employee and payroll information with discretion. Accounts Payable, Accounts Receivable, and Billing You will own the day-to-day administrative flow of accounts payable, accounts receivable, billing organization, and related records through QuickBooks and internal systems.

Responsibilities include:

Managing accounts payable and accounts receivable. Organizing vendor bills, customer invoices, payment records, and related documentation. Supporting project and special-project invoicing. Preparing and sending invoices as needed. Following up on receivables when appropriate. Coordinating with the CPA as needed. Sending company credit card statements, receipts, and expense documentation to the CPA. Handling W-9s, lien waivers, and basic vendor/customer documentation. Maintaining organized records for accounting, billing, and internal review. Escalating unusual, high-dollar, or unclear items for approval before action is taken. Office Operations, Inventory, and Internal Tracking You will help keep the office and internal company systems organized and functional.

Responsibilities include:

Maintaining office supplies, safety supplies, and general inventory. Leading an inventory organization and tracking overhaul. Tracking company equipment issued to employees. Coordinating equipment calibration tracking. Tracking vehicle maintenance, vehicle registration, and related recurring deadlines. Managing company subscriptions and recurring renewals. Maintaining shared drives, internal folders, templates, and company documents. Setting up basic workstations and helping coordinate access to company systems. Helping set up and maintain Bitwarden or similar password management for the team. Coordinating with property management, vendors, or service providers when needed. Scheduling occasional meetings, events, and company functions. Hiring, Onboarding, and Team Coordination You will support the administrative side of hiring, onboarding, and internal team coordination.

Responsibilities include:

Drafting, posting, and managing job ads on Indeed and similar platforms. Screening candidates based on defined criteria. Coordinating interviews and candidate communication. Supporting onboarding for new employees. Scheduling toolbox talks and helping keep safety-related administrative items organized. Sending holiday, birthday, and internal reminder communications. Assisting with conference preparation or occasional company events. Coordinating with outside freelancers or vendors on limited design or administrative projects as needed. CRM, LinkedIn, and Process Organization You will help organize the company's internal systems and support future growth.

Responsibilities include:

Assisting with CRM setup, organization, data entry, and implementation of defined workflows. Helping keep customer, project, and internal tracking information accurate. Supporting development of the company's LinkedIn presence. Creating and maintaining standard operating procedures for recurring work. Building checklists, trackers, and simple systems that reduce missed deadlines and repeated questions. Looking for practical ways to improve accuracy, organization, and follow-through. What Success Looks Like A successful Office Operations Manager will help create a more organized, predictable, and less owner-dependent office.

Success in this role means:

Payroll is processed accurately and on time. Benefits administration is handled without repeated follow-up. Accounts payable and accounts receivable are organized and current. Billing and special-project invoicing are tracked and completed. Inventory, equipment, subscriptions, vehicles, and recurring deadlines are visible and controlled. Employee records and office documentation are clean and easy to find. The CPA receives accurate documentation without last-minute scrambling. Candidates, onboarding, and internal reminders are handled professionally. Recurring tasks are documented through checklists and SOPs. Ownership does not need to chase routine administrative details. The first level of success is consistency. The next level is ownership. The highest level is improving the structure so the company runs better because of the systems you help build. Who Would Be a Strong Fit A strong candidate is likely someone who has worked as an office manager, payroll administrator, administrative operations coordinator, bookkeeping/admin support person, or small-business office operations generalist. You may be a strong fit if you: Like keeping things organized. Are good with recurring deadlines. Can handle confidential information professionally. Are comfortable with payroll, billing, AP/AR, and employee records. Can use technology without needing help on every small detail. Are comfortable with Google Workspace, spreadsheets, payroll software, accounting software, CRM tools, and shared drives. Can work independently once expectations are clear. Are willing to handle routine administrative work while also improving how that work is tracked and organized. Communicate clearly when something is missing, late, unclear, or needs approval. Who Would Not Be a Good Fit This role is probably not a fit for someone who: Needs step-by-step help on every small task. Avoids technology, spreadsheets, shared drives, payroll systems, or accounting software. Is uncomfortable owning deadlines. Does not enjoy detailed administrative work. Wants a purely strategic role with little hands-on office work. Struggles with confidentiality. Lets small recurring tasks pile up. Needs constant reminders to complete routine responsibilities. Required Qualifications Prior experience in office administration, payroll, AP/AR, bookkeeping support, HR administration, or operations coordination. Payroll processing experience required. Comfortable working with confidential employee and financial information. Strong organizational skills and attention to detail. Comfortable using Google Workspace, spreadsheets, shared drives, and standard office software. Ability to learn and use ADP, QuickBooks, CRM tools, password management tools, and internal tracking systems. Strong written and verbal communication skills. Ability to work independently after training and clarification. Ability to commute to our Gilbert, AZ office. No degree required. Preferred Qualifications Experience processing payroll through ADP or a similar payroll platform. Experience using QuickBooks or similar accounting software. Experience managing AP, AR, billing, invoices, vendor records, or customer payment follow-up. Experience with benefits administration. Experience in construction, trades, inspection, energy, engineering, property management, or another service-based business. Experience creating checklists, trackers, SOPs, or recurring administrative systems. Experience supporting hiring, onboarding, job postings, or candidate screening. Experience with CRM organization or implementation support. Comfort with LinkedIn or basic company social media coordination. Compensation and Growth The expected compensation range for this role is $58,000-$65,000 per year, depending on experience, capability, agreed schedule, and scope of responsibility. This position is also eligible for company performance-based profit sharing up to 10% of base salary. There is a clear path for future compensation growth as the role develops. Increased compensation will be based on demonstrated ownership, independence, accuracy, process improvement, and the ability to reduce owner involvement in recurring office operations. The goal is for this person to grow from handling assigned office responsibilities, to independently owning the office operations function, to eventually improving systems and creating better structure across the business.

Benefits Benefits include:

401(k) 401(k) matching Health insurance (85% employer paid) Dental insurance (50% employer paid) Health savings account Life insurance Paid time off Paid holidays Unlimited sick leave Retirement plan Professional development assistance Company performance-based profit sharing

Pay:

$58,000.00 - $65,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Flexible schedule Health insurance Health savings account Life insurance Paid time off Parental leave Professional development assistance Retirement plan

Work Location:

In person