Office Manager

1. Job Summary:

2. Reporting Relationships:

• Reports to the President directly and works closely with the management team and support staff.
• Direct Reports: Software Administrator and all office staff.

3. Duties and Responsibilities:

• Answers, attends and/or transfers phone calls, screening when necessary. Inbound and outbound.
• Prepares agendas and schedules for meetings. Records and distributes minutes or other records.
• Oversee daily office operations
• Supervise office administrative personnel
• Develop and maintain administrative procedures
• Coordinate communication between departments
• Maintain organized digital and physical records
• Manage office supplies and equipment
• Support leadership with administrative reporting and coordination
• Manage incoming mail, documentation, and correspondence
• Coordinate company meetings and internal communications.

• Coordinate recruiting efforts and job postings
• Screen applicants and schedule interviews
• Assist managers with candidate selection
• Coordinate background checks, reference checks, and license verification
• Prepare employment offers and hiring documentation

• Manage employee onboarding process
• Prepare new hire paperwork and compliance documentation
• Coordinate uniforms, devices, credentials, and system access
• Facilitate orientation and company policy training
• Coordinate onboarding schedules with department managers

• Maintain employee training schedules and records
• Coordinate technical and safety training
• Track licenses, certifications, and continuing education requirements
• Coordinate manufacturer and compliance training programs
• Support leadership development initiatives

• Coordinate employee review processes
• Maintain performance documentation
• Support corrective action and disciplinary processes
• Track KPI and productivity reporting for employee reviews
• Assist managers with employee coaching documentation

• Maintain compensation records
• Support payroll changes and commission tracking
• Coordinate benefit enrollment and changes
• Assist leadership with compensation benchmarking
• Maintain PTO and attendance records

• Support employee engagement initiatives
• Coordinate employee recognition programs
• Assist with employee communication and morale initiatives
• Monitor turnover trends and staffing needs
• Support workplace culture initiatives

• Maintain personnel files and HR records
• Ensure compliance with labor laws and employment regulations
• Coordinate workers’ compensation documentation
• Support safety documentation requirements
• Maintain confidentiality of employee records

• Monitor customer accounts and aging reports
• Coordinate collections activities
• Process customer payments and deposits
• Reconcile customer account discrepancies
• Support invoice management and billing processes
• Monitor financing receivables and payment status
• Communicate with customers regarding outstanding balances

• Coordinate payroll processing though ADP
• Review employee time records and payroll submissions
• Verify commissions, bonuses, and incentive calculations
• Coordinate payroll changes and deductions
• Maintain payroll records and reporting
• Support payroll tax and compliance documentation

• Assist with financial reporting preparation
• Maintain organized accounting documentation
• Support budgeting and administrative expense tracking
• Assist with cash flow reporting and administrative cost controls

• Support vendor onboarding and documentation
• Maintain vendor insurance and compliance records

• Support contract and purchasing agreement administration

• Monitor vendor credit limits and account standing
• Assist with customer credit applications and documentation
• Assist with financing and payment arrangements
• Maintain purchasing and credit records

• Maintain business licenses and permits
• Support insurance renewals and documentation
• Support safety compliance administration
• Support vehicle and fleet management
• Support cybersecurity and confidentiality protocols

• Support office technology systems and software
• Assist with field service software administration
• Maintain organized digital filing systems
• Support reporting and dashboard management
• Support software vendor communication

4. Requirements:

1. Skills & Abilities:

• Strong organizational and leadership abilities
• Advanced multitasking and prioritization skills
• Excellent communication and interpersonal skills
• Professional conflict resolution ability
• High attention to detail and accuracy
• Strong decision-making and problem-solving ability
• Customer Service skills

• Understanding of accounting and payroll processes
• Accounts receivable and collections management
• Financial reporting and administrative analysis
• Budget tracking and cost control awareness

• Recruiting and onboarding coordination
• HR documentation and confidentiality management
• Employment compliance awareness
• Training coordination and personnel administration
• Employee relations and performance support

• Microsoft Office Suite proficiency
• Google Workspace proficiency
• Accounting software experience preferred: QuickBooks
• Field service software experience preferred: ServiceTitan
• Payroll system experience preferred

2. Education & Experience:

• Associate’s or Bachelor’s degree in Business Administration, Accounting, Human Resources, or related field required.
• 5+ years administrative or office management experience
• Home services, construction, or trade industry experience strongly preferred
• Experience with accounting, payroll, HR, and procurement functions
• Experience working with QuickBooks Online
• Supervisory or leadership experience preferred

3. Physical Requirements and Conditions:

• Primarily office-based environment
• Extended periods of sitting and computer use
• Frequent phone and communication activity
• Occasional lifting of office supplies and files
• Ability to manage fast-paced operational environments

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