Office Manager

Job Summary
We are seeking a highly organized and detail-oriented Office Manager to oversee our office operations and ensure a smooth workflow in our growing business. The ideal candidate will possess strong problem-solving skills, excellent communication abilities, and a solid understanding of office management practices. This role is crucial in supporting our team, managing vendor relationships, and maintaining efficient administrative processes.

Reports To: Owner

Key Responsibilities:

Office Administration

• Oversee day-to-day office operations, ensuring smooth functioning.
• Manage office supplies inventory and place orders as needed.
• Coordinate office maintenance, repairs, and cleaning services.

Human Resources Administration

• Assist with recruitment by coordinating job postings, scheduling interviews, and managing candidate communication.
• Oversee employee onboarding and orientation, including new hire paperwork, office setup, and benefits enrollment.
• Maintain and update employee records, including contracts, performance reviews, and disciplinary actions.
• Administer employee benefits, such as health insurance, 401(k) plans, and leave requests.
• Support employee engagement and development by organizing training programs and team-building activities.
• Assist in conflict resolution and ensure compliance with labor laws and company policies.

Staff Supervision

• Manage and supervise administrative staff, receptionists, and other office personnel.
• Provide training and onboarding for new hires.
• Monitor staff performance and conduct performance evaluations.

Payroll and Employee Benefits Administration

• Process and manage payroll, ensuring timely and accurate payments to employees.
• Maintain records of employee hours, overtime, and benefits.
• Coordinate with external payroll services to handle tax filings and compliance.
• Address employee payroll-related inquiries and resolve issues.

Budget and Financial Management

• Assist with budget management for office supplies and services.
• Track office expenses and ensure cost-efficiency.
• Handle invoicing, receipts, and petty cash as needed.

Business Development

• Develop and maintain relationships with local businesses and other partnerships.
• Assist with strategy development for social media, promotions and events.
• Attend industry and educational events with owner.

Client Billing and Accounts Receivable

• Manage client billing by preparing, sending, and following up on invoices.
• Ensure accuracy in billing, adjusting for any discrepancies or special client arrangements.
• Track payments and follow up on overdue invoices.
• Reconcile client accounts and resolve billing issues.

Facility Management

• Ensure that the office space meets the needs of employees (seating, equipment, etc.).
• Maintain security protocols, including managing access to the building and alarm systems.

Event Planning and Coordination

• Organize office meetings, company events, and staff gatherings.
• Manage office calendars.
• Arrange travel, accommodations, and itineraries for ownership and employees as required.

Communication and Correspondence

• Act as the point of contact between employees and ownership.
• Handle incoming and outgoing communications, such as mail, emails, and phone calls.
• Assist in the preparation of presentations, reports, and other documents.

Health and Safety

• Ensure the office complies with all health and safety regulations.
• Conduct safety drills and maintain records related to safety and compliance.
• Address employee concerns regarding workplace safety or comfort.

Technology and Equipment

• Ensure the proper functioning of office equipment such as printers, computers, and telephones.
• Manage basic technological needs and troubleshooting.

Key Qualifications:

• Education: Bachelor’s degree in Business Administration, Office Management, Accounting, or a related field preferred.
• Experience: 3-5 years of experience in office management, including payroll and billing responsibilities. Experience supervising staff and managing budgets.
• Skills: Strong organizational and multitasking abilities. Excellent written and verbal communication skills. Proficiency in office software (e.g., Microsoft Office, Google Workspace, payroll and accounting software). Knowledge of payroll systems, accounting principles, and billing procedures. Ability to work under pressure and meet deadlines. High emotional intelligence and internal motivation.

Working Conditions:

• Primarily office-based with standard working hours.
• Occasional evening or weekend work may be required to support company events or handle urgent matters.
• Some travel (reimbursed) may be required.

Job Type: Full-time

Pay: From $55,000.00 per year

Benefits:

• Employee discount
• Flexible schedule
• Professional development assistance

Schedule:

• 8 hour shift
• Overtime
• Weekends as needed

Ability to Relocate:

• Erie, PA 16505: Relocate before starting work (Required)

Work Location: In person

Salary : $55,000