Office Manager - Billing and Operations

Job Description

Job Description

Benefits:

• 401(k)
• Company parties
• Competitive salary
• Dental insurance
• Free food & snacks
• Health insurance
• Opportunity for advancement
• Paid time off
• Training & development
• Vision insurance

Benefits/Perks

• Medical, Dental, and Vision Insurance
• 401k
• Competitive Compensation

Job Summary
We are seeking an Office Manager - Billing and Operations to join our team. In this role, you will be responsible for overseeing administrative, financial, Human Resources support, and operational functions that support the efficient day-to-day operations of the organization. This role requires strong organizational, communication, and problem-solving skills, as well as the ability to exercise sound judgment and maintain confidentiality in handling sensitive business and employee information.
The Office Manager provides administrative support to Executive Leadership and supports office administration, human resources administration, billing, payroll coordination, bookkeeping, contractor administration, and operational workflows while collaborating with leadership to improve efficiency and maintain effective business operations.
This position works independently under general direction and plays a key role in supporting Executive Leadership, employee and contractor administration, organizational operations, financial processes, and client service requirements.

Responsibilities 
Office Administration & Operations

• Coordinate daily office and administrative operations to support business efficiency
• Manage scheduling systems, calendars, appointments, and workflow timelines
• Serve as primary point of contact for incoming calls, emails, and communications
• Support coordination of office personnel, field staff schedules, and project logistics
• Maintain organized company records, databases, and operational systems
• Ensure customer, vendor, and contractor information remains accurate and current
• Assist with office logistics, including mail distribution, deliveries, and supply management
• Support implementation and adherence to company policies and procedures
• Maintain a professional, organized, and client-ready office environment

Billing, Bookkeeping & Financial Administration

• Process accounts payable and accounts receivable transactions accurately and timely
• Maintain bookkeeping records using QuickBooks
• Support payroll processing and maintain payroll-related records
• Perform bank reconciliations and assist with financial record accuracy
• Generate routine financial and operational reports for leadership review
• Identify discrepancies and assist in resolving billing or accounting issues

Human Resources & Administrative Support

• Provide administrative support to Executive Leadership, including calendar coordination, meeting preparation, correspondence, document preparation, and follow-up on action items
• Support recruitment and hiring administration, including interview scheduling, candidate communications, and onboarding documentation
• Maintain organized personnel files, employee records, required clearances or credentials, and other HR documentation in coordination with leadership
• Assist with employee onboarding and offboarding, timekeeping and PTO records, payroll-related employee updates, and routine HR administrative processes
• Coordinate staff training documentation, policy acknowledgments, and compliance-related records as assigned
• Handle employee and personnel information with discretion and confidentiality and escalate employee-relations matters to appropriate leadership or HR

Contractor Coordination

• Coordinate independent contractor onboarding documentation, contracts, credentialing, and required compliance records
• Maintain contractor records and support routine invoicing, scheduling, communication, and document follow-up

Operational Support & Process Improvement

• Provide administrative support for leadership projects, internal communications, meeting materials, and follow-up documentation
• Help ensure continuity of daily business functions and client service operations
• Support cross-functional collaboration between operations, finance, and administrative teams

Qualifications

• Bachelor's degree in Business Administration, Management, Accounting, Human Resources, or related field preferred; equivalent professional experience considered
• Minimum 3-5 years of experience in office management, operations, billing, bookkeeping, and administrative support, including HR-related responsibilities
• Prior HR administrative experience with recruitment coordination, onboarding, personnel documentation, and confidential employee records strongly preferred
• Experience providing administrative support to executive or senior leadership preferred
• Proficiency with QuickBooks