Job Overview We are seeking a dynamic and highly organized Office Manager to oversee the daily operations of our busy office environment. This vital role requires a proactive individual who excels in multitasking, maintains exceptional attention to detail, and fosters a welcoming atmosphere for staff and visitors alike. As the backbone of our administrative team, you will ensure smooth office functioning, manage essential clerical tasks, and support various departments to enhance overall productivity. Your energy and enthusiasm will help create an efficient, positive workplace where everyone can thrive. Responsibilities Manage front desk operations, including greeting visitors, answering multi-line phone systems, and directing calls with professionalism and courtesy Oversee office supplies inventory, procurement, and filing systems to ensure seamless access to necessary materials Coordinate calendar management, schedule appointments, meetings, and conference rooms for staff and executives Utilize Microsoft Office suite—including Word, Excel spreadsheets, and data entry tools—to prepare reports, correspondence, and presentations Maintain accurate records through diligent data entry and filing practices while ensuring confidentiality when handling sensitive information Perform bookkeeping and payroll activities using QuickBooks, Paycom, Bill.com or similar accounting software for invoicing, payroll and expense tracking Assist with general administrative duties such as typing documents, managing emails, organizing files, and providing customer support both in person and via phone communication

• Point of contact:
• Manage company emails
• Manage incoming phone calls and messages
• Greet/assist visitors
• Facilitate yard deliveries and pick ups
• Process physical mail Organize company meetings
• Onboard and Maintain vendor accounts
• Contact info
• Insurances
• W-9
• Licenses, etc.
• Ensure the company's compliance with local, state and federal regulations
• Maintain company insurance policies:
• Liability
• Workers Comp
• Vehicle
• Bonding
• Manage company's certifications and licenses (annual renewals)
• CSLB
• WOSB
• DGS (small business)
• DOT
• Mange company vehicle and equipment fleet
• Perform annual registration renewals
• Coordinate repairs and scheduled maintenance
• Maintain updated vehicle log
• Manage facility.

Coordinate:

• Cleaning service
• Landscape service
• Trash service
• Pest service
• Water services
• Monitor/Order office supplies and cleaning supplies Human Resources
• Staffing
• Post job ads. Collect potential candidates. Manage applicants
• Send employment packages
• Perform drug screening, background checks
• Conduct employment interviews
• Onboarding
• Create employee files. Hard copy and digital record
• Gusto.com (payroll) onboarding
• Timesheets (time clock) onboarding
• E-verify employees
• Divvy onboarding
• Furnish and review company handbook and policies
• Coordinate safety training and additional onboarding requirements or training
• HR Management
• Address employee concerns and questions via text, phone and email
• Manage all workers comp and insurance cases
• Manage employee benefits, compensations and reimbursements
• Assist management with disciplinary actions, rewards and promotions
• Maintain employee records
• Assist employees with weekly time clock and payroll issues
• Payroll
• Manually correct employees time keeping entry errors and missed entries
• Approve daily time keeping entries per employee shift (QB Timesheets)
• Prepare and submit bi-weekly payroll (Gusto.com)
• Process TO, PTO, Sick Leave, FMLA and Unemployment request and issues
• Process payroll deductions and garnishments Accounts Payable/Receivable
• Create small bids and quotes
• Process incoming invoices and payments
• Receive Payments (Quickbooks). Close job
• Update workflow status
• Send Payment reminders
• Process check request, reconciliations, and electronic payments
• Review and reconcile invoice discrepancies
• Scan and file all incoming data (receipts, invoices, payments, statements, letters, etc.)
• Perform banking functions
• Create and distribute checks
• Maintain vendor accounts
• Onboarding of new vendors and set up of credit accounts
• Perform data entry associated with accounts payable
• Process employee expense reimbursements and mileage reimbursements Experience Proven office management or administrative experience in a fast-paced environment Strong computer literacy with proficiency in Microsoft Office (Word, Excel), spreadsheets, and productivity software Experience with QuickBooks or comparable financial management tools is highly desirable Excellent organizational skills with the ability to prioritize tasks effectively and manage time efficiently Bilingual abilities are a plus to facilitate communication with diverse clients and team members Demonstrated customer service skills with a friendly demeanor at the front desk or reception area Familiarity with multi-line phone systems, data entry procedures, filing systems, and clerical tasks Previous experience supporting executive calendars or acting as a personal assistant is advantageous Join us in creating an energetic work environment where your organizational talents will make a meaningful impact!

We value proactive professionals who are eager to contribute their skills toward maintaining an efficient office that supports our team's success.

Pay:

$29.00

• $33.

00 per hour Expected hours: 40.0 per week

Work Location:

In person