Office Manager Job Description

Division/Department:  Accounting

Reporting Relationship: Controller/CEO

Compensation Structure: Hourly Bonus

Position Summary:

The main goal of an Office Manager is to ensure that the office operates smoothly and efficiently; enabling co-workers to focus on Root’s mission and growth. Duties include execution and management of a myriad of administrative responsibilities from mail processing; staff communications, meetings and calendars; supplies ordering and management; vendor lists, contracts and relations; accounts payable and light bookkeeping; HR onboarding and support; and all other administrative or business affairs tasks to insure seamless operations.

Responsibilities: The Office Manager’s responsibilities include but are not limited to:

Office Administration

• Overseeing general office operations and workflow

• Coordinating appointments and meetings and managing staff calendars and schedules

• Miscellaneous on-going front-office administrative tasks such as master list(s) maintenance, electronic file maintenance, answering the telephone, monitoring mail, assisting with correspondence and mailings, and general problem solving

• Purchasing office & facility supplies and equipment and maintaining proper stock levels

• Contact management, updating reports, composing correspondence as needed

• Establishing and maintaining cooperative and productive work relationships with external members of the community, investors and partners in a tactful and courteous manner in a variety of situations

Accounting Support

• Managing accounts payable process, including timely and accurate invoice and check preparation, approval and mailing, entering billing information into QuickBooks 

• Preparing and distributing year end 1099 and W2s

• Submitting semi-weekly payroll information into payroll service

• Responsible for coordinating ordering request and approvals and receiving, tracking and auditing shipments against purchase orders

• Maintains and records monthly inventory reports from leads from supplies to retail products

HR Admin Support

• Supports hiring process from job postings to offer letters

• Oversees new employee on-boarding intake process to ensure compliance and accuracy

• Manages new employee checklist to establish appropriate set up in MindBody; access, equipment, permissions, email, signatures and Office workgroups within Root 

• Supports Experience Manager with scheduling of staff meetings, trainings, events and other cultural activities 

Qualification:

• Bachelor’s Degree

• Preferred prior experience in office, legal or accounting administration or related professional environment

• Demonstrates integrity and ability to act in a truthful manner, to present accurate and appropriate information and to exercise excellent judgment in regard to confidential information

• Shows initiative, strong organizational skills, and attention to detail

• Excellent interpersonal skills and the ability to work independently and as part of a team

• Proficient in Microsoft Office applications such as Word and Excel

• Excellent communication, time management, organizational and follow-up skills

• Analytical and tech-savvy – able to master all software (Mind Body) along with other office software (Microsoft Office/One Drive)

• Alignment with Root’s mission and values