Office Manager

Job Description

Job Description

Office Manager

Quick Serve Restaurant Industry | Multi-Concept, Multi-Entity Operator | Livermore, CA

Job Title

Office Manager

Department

Corporate Support Center

Location

Livermore, CA — on-site (this is not a remote role)

Employment Type

Part-time, non-exempt

Schedule

Monday–Friday, approximately 30 hours per week; flexible around the weekly check run and banking schedule

Reports To

AP Supervisor

About the Role

We are a growing quick-serve restaurant operator running multiple food concepts across a multi-entity corporate structure. Our corporate office is a small, close-knit team.

The Office Manager keeps the office running: mail moving, vendors paid, supplies stocked, and compliance documents organized. Alongside the administrative work, you will get hands-on exposure to real accounting operations by preparing the weekly check run, tracking utility bills across multiple entities, and pulling backup for the accounting team at month-end.

No accounting background is required. If you are organized, dependable, good with details, and interested in learning the finance side of a multi-unit business, we will teach you the rest. This is a genuine entry point: the role is built to grow in both hours and responsibility as you take on more.

Key Responsibilities

Mail & Document Distribution

• Open, scan, and distribute incoming mail daily via email to the correct department or entity owner.

• Maintain organized digital filing of scanned correspondence and route time-sensitive items immediately.

• Prepare overnight and express mail labels and handle drop-off.

Accounts Payable

• Print, stuff, and mail the weekly check run from an approved payment batch; maintain check stock and the check register.

• Make manual online payments upon request and retain confirmations for the accounting file.

• Provide backup support on payables coordination and payment status requests from our third-party accounting firm.

Utility & Recurring Bill Management

• Pay and track utility bills across multiple locations and entities; monitor due dates to avoid late fees or service interruptions.

Banking & Deposits

• Deposit and track incoming miscellaneous checks (refunds, rebates, non-restaurant receipts) using the desktop check scanner.

• Make occasional bank deposit runs, typically combined with mail or errand trips.

Permits, Licenses & Tax Documents

• Maintain digital and physical copies of permits, business licenses, and tax documents; keep the renewal calendar current and flag upcoming deadlines.

Expense Reports & Systems Support

• Assist employees with expense report questions and portal access issues; escalate unresolved items.

• Follow up on outstanding expense report coding and missing receipts so submissions are complete and on time.

Month-End & Reporting Support

• Assist the accounting team with month-end research by pulling invoice backup, tracing transactions, and answering document requests.

• Under the direction of the AP Supervisor, support P&L review by gathering supporting documentation, confirming vendor and location coding, and researching questions on specific charges.

Office Management & Team Support

• Order and stock office supplies; keep common areas and supply inventory organized.

• Greet the handful of daily visitors and deliveries and answer and route incoming calls.

• Place the weekly company lunch order and coordinate delivery timing.

• Coordinate office vendors and service providers (janitorial, equipment, water and coffee, IT support scheduling) and maintain office equipment.

• Provide general administrative backup to the accounting and finance team as needed.

Qualifications

Required

• High school diploma or equivalent.

• Strong attention to detail and accuracy with numbers, names, dates, and filing.

• Comfortable with Microsoft Excel and Outlook, and quick to learn new online portals and systems.

• Able to handle confidential financial information with discretion.

• Dependable and self-directed, with the ability to hold recurring weekly deadlines without reminders.

• Valid driver's license and reliable transportation for local bank and mail runs.

• Comfortable being the hub of a small office and juggling administrative tasks alongside recurring accounting work.

Preferred

• Coursework or a certificate in accounting, business, or finance.

• Prior office administration, front-desk, or clerical experience.

• Any exposure to accounts payable, invoice processing, or bookkeeping.

• Experience in restaurant, retail, franchise, or other multi-unit environments.

• Familiarity with check scanners, online banking portals, or expense management software.

• Bilingual (English/Spanish).

What Success Looks Like

First 30 Days

• Daily mail is opened, scanned, and routed to the right person without prompting.

• You know the entity structure, who owns what, and where documents belong.

• You have shadowed and then run the weekly check run under supervision.

• Office supplies and the weekly lunch order are handled without reminders.

First 60 Days

• The weekly check run goes out on time and error-free without oversight.

• Utility bills across all entities are tracked and paid on schedule with no late fees.

• The permit and license calendar is current, and you are flagging renewals ahead of deadline.

• Expense report follow-ups are being cleared before they age.

First 90 Days

• Month-end document requests are turned around same-day.

• You are pulling backup and coding documentation for P&L review with minimal direction.

• You are catching and raising discrepancies rather than waiting to be asked.

• The office runs on your rhythm: nothing recurring gets missed.

Physical & Work Environment

• On-site office role; regular sitting, standing, and use of a computer, scanner, and multi-function printer.

• Ability to lift and carry office supply and paper boxes up to 15 lbs.

• Local driving required for bank deposits, mail drop-off, and occasional errands.

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.