Office Manager (Hybrid)

Office Manager

TestPros delivers innovative independent IT assessment solutions to critical challenges facing the nation and the world. We support the U.S. Federal Government and Commercial clients within the continental USA. TestPros is dedicated to making lives better, safer and more secure. TestPros is seeking an Office Manager candidate who is dependable, proactive, detail-oriented, and is comfortable taking ownership of their responsibilities. We are looking for someone who does not need to be micromanaged, recognizes what needs to be done, is self-motivated and follows through. Because this position handles both the firm's finances and administrative operations, reliability, confidentiality, accuracy, and good judgment are essential. Start: Late 2026 or early 2027 (not an immediate job opening) Type: Full-time

Responsibilities and Duties

The candidate duties will include, but are not limited to, the following tasks:

• Manage day-to-day bookkeeping and maintain accurate financial records
• Handle accounts payable and accounts receivable
• Prepare and process client billing
• Reconcile bank and credit card accounts
• Maintain the general ledger
• Track incoming payments and outstanding receivables
• Prepare financial reports for management
• Maintain organized financial documentation and records
• Assist with year-end accounting and tax preparation
• Office Management & Administration

Payroll: Coordinate payroll administration, including timesheets, project codes, leave tracking, employee status changes, benefits deductions, and communication with payroll and benefits vendors.

• Support human resources administration, including recruiting, onboarding, employee records, benefits coordination, employee relations support, employee performance reviews, retention initiatives, personnel documentation, and offboarding.
• Administer corporate and employee benefits insurance programs, including policy reviews and renewals, certificates of insurance, training, and related support.
• Maintain personnel policies, employee handbook updates, HR forms, personnel files, training records, certifications, and compliance documentation.
• Monitor and support compliance with applicable employment laws, records retention requirements, confidentiality expectations, workplace security practices, and administrative procedures within assigned areas of responsibility.
• Coordinate employee training, professional certifications, cybersecurity, and other required compliance training.
• Oversee day-to-day office operations, including office equipment, phones, copiers, supplies, office vendors, and administrative support functions.
• Track company property, including hardware and software inventories, software licenses/subscriptions, renewals, and user access management.
• Support budgeting and financial administration, including tracking administrative expenses, reviewing invoices, monitoring renewals, maintaining vendor contract documentation, and preparing budget-related information for the corporate accountant/comptroller.
• Develop, maintain, and improve administrative procedures, forms, templates, records management practices, and standard operating procedures.
• Assist with organizational planning, business administration, process improvement initiatives, special projects, and perform other duties as assigned.
• Maintain required licenses, certifications, and continuing education applicable to the position.

Required Knowledge, Skills & Abilities

• Minimum of 2 years of bookkeeping/accounting experience.
• Experience with accounts payable, accounts receivable, bank reconciliations, billing, and general ledger functions.
• Knowledge of human resources administration, employment practices, benefits administration, payroll processes, personnel records management, and compliance.
• Knowledge of general business operations, office administration, vendor management, and organizational support functions.
• Proficiency with Microsoft Office Suite, HR platforms (JAZZHR), timesheet systems, payroll systems, accounting systems (QuickBooks), standard office equipment, and related business software.
• Experience with virtual meeting platforms (e.g., TEAMS).
• Excellent attention to detail and accuracy.
• Knowledge of insurance administration, claims processing, risk management principles, and document retention practices.
• Ability to work independently while collaborating effectively with customers, staff, management, consultants, and vendors.
• Knowledge of cybersecurity awareness practices, and information management systems.
• Strong organizational, analytical, problem-solving, and project management skills.
• Strong verbal, written, and interpersonal communication skills.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Ability to manage multiple assignments, competing priorities, and deadlines.
• Ability to support and promote TestPros' Vision, Mission, and Core Values.

Physical and Other Requirements

• Ability to sit, stand, walk, bend, stoop, and perform routine office tasks.
• Ability to lift and carry office supplies, equipment, and materials up to 25 pounds.
• Ability to perform the essential functions of the position with or without reasonable accommodation.
• Ability to maintain regular attendance and work occasional evenings or weekends as required for meetings, events, training, or special projects.
• Valid driver's license and access to reliable transportation.

Work Environment

• Frequent interaction with customers, employees, consultants, vendors, insurance representatives, and professional service providers.
• Hybrid or remote work flexibility may be permitted in accordance with current policies, confidentiality requirements, and operational needs.

Preferred Qualifications

• Bachelor's degree in Business Administration, Human Resources, Public Administration, Organizational Management, or a related field.
• Five or more years of progressively responsible experience in accounting, payroll, human resources, business administration, and office management.
• Human Resources certification, such as SHRM-CP, PHR, or equivalent, preferred.

The pay range for this role is: 70,000 - 85,000 USD per year (Note that this range represents a good-faith estimate and is not a guarantee; final compensation is determined by factors such as experience, qualifications, and other factors and may fall outside the stated range.) Equal Opportunity Employer TestPros is an equal-opportunity employer and does not discriminate in employment based on race, color, religion, sex (including pregnancy and gender identity), national origin, political affiliation, sexual orientation, marital status, disability, genetic information, age, membership in an employee organization, retaliation, parental status, military service, or any other non-merit factor. Offer Considerations TestPros considers several factors when extending an offer, including but not limited to, Federal Government contract labor categories and contract wage rates, relevant prior work experience, specific skills and competencies, geographic location, education, and certifications. Federal Compliance As a federal contractor, TestPros is subject to all federal and state mandates and/or other customer requirements.