I am with a search firm, and I am working with an organization looking to hire an Office Administration Manager. This is with a fast-paced organization looking for someone to be a self-starter with a curious mind, an eye for detail, work with members from all over the company, thrive in an environment where ideas turn into action. In addition, this is a hybrid position.

Looking for a key point of contact for maintaining organization, efficiency, and smooth operations across the organization. From managing the CEO’s calendar and coordinating HR logistics for new hires to ensuring the office runs seamlessly, your role will be essential in shaping both the employee and board experience.

This is an excellent opportunity for a proactive, detail-focused professional who thrives behind the scenes and is passionate about strengthening the entire organization.

Responsibilities

• Manage payroll data and employee records in the PEO system.
• Coordinate onboarding and offboarding employees: equipment, system access, benefits.
• Maintain personnel files and track time-off.
• Post jobs, schedule interviews, and manage candidate communication.
• Support benefits administration and employee communication with the PEO.
• Ensure smooth day-to-day office operations by managing supplies, vendor relationships, and maintaining a professional workspace.
• Provide basic IT coordination, including troubleshooting printers and liaising with the IT support lead.
• Track and reconcile office operations expenses while monitoring the budget.
• Provide direct administrative support to the CEO, including managing schedules, travel arrangements, and expense reports.
• Prepare materials for board meetings, oversee attendance tracking, and handle communication with board members.
• Draft internal communications, including memos, presentations, and reports, as needed.
• Manage corporate credit card usage, including issuing access and reconciling monthly statements.
• Handle check deposits and maintain accurate records of office financial transactions.
• Partner with accounting to assist with monthly financial reporting and expense tracking.
• Coordinate logistics for internal meetings, conferences, and board events.
• Assist with event planning tasks, including preparing materials, managing registration lists, and vendor coordination.
• Provide on-site support during key meetings and events as necessary.
• Serve as a welcoming and professional first point of contact for visitors and incoming inquiries.
• Assist with cross-functional projects and special initiatives across departments as needed.
• Manage incoming calls, distribute mail, and help maintain a positive and organized office environment.
  
  

Requirements

• Associate’s or Bachelor’s degree in Business Administration, HR, or related field — or equivalent experience
• 3+ years of experience in administrative or operations roles
• Familiarity with payroll systems or PEO platforms
• Exceptional attention to detail and organizational skills
• Professionalism, confidentiality, and sound judgment
• Ability to juggle multiple priorities and meet deadlines with grace
• A proactive mindset and a collaborative spirit
  
  

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