Job Description

Job Description

Job Description

Office Manager (Finance + People Ops + Continuous Improvement)

Reports To

Owner

Supports

Sales Reps, Operations Team, Field Leadership, Customers

Role Summary (why this job exists)

Own the “office engine” that keeps the business tight and predictable: cash in / cash out, clean books, on-time payroll, strong onboarding, accurate meeting metrics, and disciplined follow-through on action items . You’ll also act as a quality-control hub for continuous improvement—surfacing UDEs (Undesirable Effects) and bringing “Bloodwall” issues (recurring constraints, breakdowns, bottlenecks, rework loops) to the Owner with clear data and solutions. Customer Services

Core Responsibilities (Tasks)

1) HR Onboarding + People Admin

• Run the onboarding process end-to-end (pre-hire checklist → day 1 → 30/60/90 follow-ups).
• Maintain personnel files, I-9/W-4, acknowledgements, policy receipt, and required documentation.
• Coordinate training assignments, tool access, uniforms, and systems logins.
• Track employee evaluations, due dates, and completion; follow up with leaders until done.
• Maintain org chart, role clarity, and updated contact lists.

2) Meeting Metrics + MAM Updates (Metrics + Action Items)

• Maintain MAM scorecard/dashboard (weekly metrics, trend notes, targets).
• Capture and publish action items with owner-approved due dates and owners.
• Run follow-up cadence: reminders, overdue escalation, and closure confirmation.
• Keep a running log of recurring issues and identify patterns.

3) QuickBooks Online (QBO): A/R, A/P, Bank Reconciliation

A/R

• Invoice accuracy checks (job info, terms, tax, PO/signed docs).
• Collections cadence: reminders, calls, payment links, disputes tracking.
• Maintain A/R aging notes and weekly “top accounts” list.

A/P

• Enter bills, match purchase/supporting docs, enforce approvals.
• Schedule payments based on due dates and cash forecast.
• Vendor file maintenance (W-9s, terms, contact info).

Bank Reconciliation

• Weekly review of bank feeds; monthly reconciliations completed on time.
• Investigate and resolve discrepancies quickly.

4) Payroll Administration

• Gather timecards/hours, verify job costing codes (if applicable), and ensure approvals.
• Process payroll on time and error-free; manage corrections if needed.
• Maintain payroll calendar, PTO tracking, and documentation.

5) Cash Forecast Management (Spreadsheets)

• Maintain rolling cash forecast (weekly minimum; daily during tight weeks).
• Update forecast inputs: expected deposits, collections probability, AP schedule, payroll, taxes, recurring expenses.
• Report cash position + risks + recommended actions to Owner.

6) Inventory Assistance (Support + Controls)

• Assist Operations with inventory counts, reorder points, and variance tracking.
• Maintain simple inventory controls: receiving log, usage notes, shrink/variance reasons.
• Help coordinate seasonal stocking and vendor lead times.

7) Customer Service + CRM Discipline

• Answer phones, handle customer inquiries, route requests, and follow through.
• Support Sales Reps: scheduling support, paperwork, customer updates, proposal/admin help.
• Maintain CRM hygiene: correct statuses, notes, tasks, follow-ups, duplicate cleanup.
• Ensure customer complaints get logged, tracked, and closed with root-cause notes.

8) Continuous Improvement QC (UDEs + “Bloodwall” Issues)

• Spot process breakdowns: missed handoffs, rework, unclear ownership, repeated mistakes.
• Maintain a UDE log with impact, frequency, suspected root cause, and proposed fix.
• Escalate “bloodwall” issues to Owner with data and a recommended next step.
• Verify improvements stick: audit a sample of transactions/process steps weekly.

Authority & Decision Rights

Can decide (with defined rules):

• Collections cadence and scripts, invoice/bill processing workflow, dashboard updates, reminders/escalations, customer communications within policy, scheduling of payments within Owner-defined cash limits.

Requires Owner approval:

• New vendors, major purchases, non-standard payment arrangements, write-offs/credits beyond a threshold, HR disciplinary actions/terminations, compensation changes.

Tools & Systems (expected proficiency)

• QuickBooks Online (AR/AP, bank rec, reports)
• Spreadsheets (cash forecast, KPI dashboards)
• CRM system (tracking, tasks, pipeline statuses)
• Email/calendar + document storage
• Basic HR documentation processes

Required Skills / Traits (non-negotiables)

• Extremely organized; strong follow-through
• Comfortable with numbers: accuracy, reconciliation, and reporting
• Clear communicator; professional phone presence
• Can be firm and polite with collections and vendor issues
• Process-minded: sees patterns, documents solutions, prevents repeats
• Discreet with sensitive HR/payroll info

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