Small Business Office Manager

Job Title: Office Manager

Location: Caring Transitions of Chapel Hill

Reports To: Owner

Job Type: Full-Time

About Us:

We are an exciting new business in the early stages of growth, aiming to provide exceptional products/services to our clients. As we expand, we need a highly organized, forward-thinking Office Manager who can take charge of building and establishing the essential infrastructure to ensure smooth and efficient office operations.

Job Overview:

As the Office Manager, you will be responsible for developing the infrastructure needed to support daily business operations. This includes setting up and implementing organizational systems, creating internal procedures, and building scalable processes that can evolve as the company grows. You will play a crucial role in ensuring the business runs smoothly and that all administrative, operational, and office-related tasks are executed efficiently.

Key Responsibilities:

• Build Operational Infrastructure: Establish and implement systems for key business functions, including office management, document control, inventory, scheduling, and client management. Ensure that processes are scalable as the business expands
• Develop Standard Operating Procedures (SOPs): Create comprehensive procedures for daily office activities, ensuring consistency and efficiency across all operations
• Process Optimization: Continuously assess and refine office processes to improve productivity and reduce inefficiencies, including workflow management, filing systems, and communication channels
• Office Management: Oversee daily office functions, ensuring that the workspace is well-organized, stocked, and prepared for growth. Manage office supplies, equipment, and vendor relationships
• Team Support & Coordination: Work closely with all departments to ensure smooth communication, assist in the onboarding process for new employees, and manage the logistics of daily operations
• Document & Data Management: Set up and maintain systems for storing and tracking both physical and digital documents, ensuring easy access and compliance with regulations
• Technology Integration: Identify and implement office technology solutions (e.g., project management tools, CRM software, communication platforms) to streamline processes and improve efficiency
• Budget & Resource Management: Help establish budgets for office supplies and equipment, and ensure that the company is utilizing resources efficiently
• Policy Creation & Compliance: Create policies and procedures related to office operations, employee protocols, and ensure compliance with legal and health regulations
• Customer Interaction: Assist with customer-facing functions, including managing client inquiries, and support administrative tasks that enhance the customer experience
  
  

Requirements:

• Proven experience as an Office Manager, Operations Manager, or similar role in a small or startup business environment
• Strong experience in building office infrastructure, including systems for organization, operations, and employee management
• Ability to design and implement internal processes, from document management to office workflows
• Exceptional organizational and time-management skills with a proactive approach to problem-solving
• Ability to assess and streamline existing processes for increased efficiency and scalability
• Proficiency in office software (e.g., MS Office, Google Suite) and office management tools (e.g., QuickBooks, project management software)
• Strong communication skills, both written and verbal, with the ability to collaborate effectively across departments
• Ability to handle multiple responsibilities and prioritize tasks in a fast-paced environment
• High school diploma or equivalent required; college degree preferred
  
  

Preferred Qualifications:

• Previous experience in a startup or early-stage business
• Familiarity with creating operational documentation, standard operating procedures (SOPs), and process flows
• Basic knowledge of accounting or bookkeeping software is a plus
• Experience with process automation tools or CRM systems is a plus
  
  

Why Join Us:

• Be an integral part of a growing, dynamic team
• Opportunity to shape and build the operational foundation of the company
• Make a lasting impact by creating processes that will support long-term success
• Work in a flexible, collaborative, and innovative environment
  
  

If you are a hands-on, proactive individual with a passion for building infrastructure from the ground up, we would love to hear from you!!

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