Office Director

Position: Office Director

Location: Newark, California (on-site, 5 days per week)

Reports to: Director of Operations

Compensation: $55,000 per year.

Employment type: Full-time, exempt

Apni Mandi is a fast-growing Indian grocery chain. We offer top quality products at a very competitive price. We are expanding and have a 5-year plan to become the largest Indian grocery in the western United States.

We are hiring an Office Manager to anchor day-to-day operations at our Newark, California headquarters. This is a hands-on, broad-scope role that owns accounts payable, the full-cycle hiring process, light financial and operational analysis, and the smooth running of the physical office. The right candidate is detail-focused but able to zoom out, comfortable handling confidential financial and personnel data, and brings a service mindset to supporting employees across the company. Hini language skills or Spanish language skills are an advantage.

You will work closely with the leadership team and will have meaningful autonomy to shape how the office runs.

Accounts Payable & Bookkeeping

· Manage the corporate credit card expense workflow: collect receipts, code transactions, and reconcile monthly statements.

· Reconcile bank and credit card accounts; assist the external accountant or controller with month-end close, accruals, and audit support.

· Track aging payables and report cash-flow exposure to leadership weekly.

Human Resources & Hiring

· Own the full hiring lifecycle for non-executive roles: drafting job descriptions, posting to LinkedIn, Indeed, and ZipRecruiter, screening resumes, scheduling interviews, and coordinating debrief sessions.

· Run new-hire onboarding: I-9 verification, E-Verify, federal and California new-hire reporting, benefits enrollment, equipment provisioning, and first-week orientation.

· Maintain accurate, confidential personnel files in compliance with California labor law and federal record-retention requirements.

· Administer payroll input in coordination with the payroll provider (Gusto, ADP, or Paychex); track PTO, California-mandated sick leave, and timesheets.

· Coordinate benefits administration: medical, dental, vision, 401(k), commuter benefits, and open enrollment.

· Support performance review cycles, employee handbook updates, workplace policy enforcement, and offboarding procedures.

· Serve as the first point of contact for employee questions on pay, benefits, leave, and workplace concerns; escalate sensitive matters to leadership or outside HR counsel.

Analysis & Reporting

· Build and maintain spreadsheets to track operating expenses, vendor spend, headcount, recruiting funnel metrics, and benefit costs.

· Produce monthly and quarterly variance reports comparing actuals to budget; flag anomalies and propose corrective action.

· Use Excel and Powerpoint.

· Maintain dashboards in Excel or Google Sheets for AP aging, open requisitions, and other key operating metrics.

Office Operations & Administration

· Serve as the primary point of contact for the Newark office: greet visitors, manage incoming calls and mail, and coordinate couriers and shipping.

· Maintain office supply inventory, kitchen stock, and shared workspace cleanliness; manage relationships with the building landlord and facilities vendors.

· Coordinate office events, team lunches, all-hands meetings, and occasional executive travel arrangements.

· Manage IT vendor coordination for laptop provisioning, software licenses, and basic helpdesk triage; escalate technical issues to the appropriate vendor or contractor.

· Maintain physical and digital filing systems; ensure document retention and confidentiality policies are followed.

· Support leadership with calendar management, expense reports, and other administrative requests as needed.

· Three or more years of progressive office management, accounts payable, or HR coordination experience, ideally in a small-to-mid-sized company (25–250 employees).

· Demonstrated proficiency with Microsoft Excel and/or Google Sheets, including pivot tables, lookup functions, and data validation.

· Working knowledge of California employment law fundamentals, including paid sick leave, meal and rest break rules, and final pay requirements.

· Excellent written and verbal communication; ability to handle confidential personnel and financial information with discretion.

· Strong organizational skills with a track record of managing multiple deadlines independently.

· Authorized to work in the United States without sponsorship.

· Ability to work on-site in Newark, CA five days per week.

· Bachelor's degree in business, accounting, human resources, or a related field.

· A PHR, SHRM-CP, or comparable HR certification is an advantage but not a requirement.

· Experience administering benefits open enrollment and managing broker relationships.

· Familiarity with applicant tracking systems (CareerPlug) and HRIS platforms (ADP).

· Bilingual English/Hindu is a plus.

The base salary for this role is $55,000 per year. Final compensation will be commensurate with experience and qualifications. In addition to base pay, Apni Mandi offers:

· 401(k) plan.

· Paid time off, paid sick leave per California law, and standard company holidays.

· On-site parking.

· Professional development support.

This is an on-site role at our Newark, CA office. Standard hours are Monday through Friday, 9:00 AM to 6:00 PM Pacific. The role requires the ability to sit or stand at a desk, use a computer for extended periods, and occasionally lift up to 20 pounds (office supplies, event setup). Some flexibility in start and end times may be available with manager approval.

Apni Mandi is an equal opportunity employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under federal, state, or local law. Pursuant to the California Fair Chance Act, we will consider qualified applicants with criminal histories. Reasonable accommodations are available to candidates with disabilities; please contact us to request one.

Send a resume and a brief note describing why this role interests you to dene.rogers@apnimandi.com with the subject line “Office Manager — Newark.” We review applications on a rolling basis and aim to respond within two business days.