Office Manager

Office Manager - Disinfectant Solutions of Atlanta – DSA 1. Role Definition Office Manager and Scrum Master is a servant‑leader who supports teams by facilitating communication, promoting organization, removing blockers, and helping the team remain productive, accountable, and self‑organized. At DSA this role serves as a bridge between leadership, operations, office staff, field teams, department managers, clients, and stakeholders. The Office Manager will not replace department heads or decision‑makers; instead, the person will ensure tasks are clearly assigned, communication flows properly, deadlines are tracked, blockers are escalated, and all departments remain aligned with company priorities. 2. Position Overview The Scrum Master/Office Manager will support DSA by coordinating internal workflows, improving communication between departments, and ensuring operational and administrative tasks are completed accurately and on time. This role supports all departments, including Operations, Human Resources, Finance, Procurement, Sales, Compliance, Project Management, and Executive Leadership. The primary focus is supporting Operations, ensuring field teams, supervisors, managers, and office staff are aligned with company priorities, client requirements, deadlines, and reporting needs. 3. Main Objective The main objective is to help DSA operate in a more organized, efficient, and accountable manner. This includes improving communication between office and field teams, tracking pending tasks and deadlines, removing operational and administrative blockers, supporting follow‑up across departments, increasing visibility for leadership, ensuring action items from meetings are completed, and supporting the execution of company processes and client requirements. 4. Key Responsibilities A. Servant‑Leadership and Team Support Support team members without micromanaging. Help departments clarify priorities. Facilitate communication between departments. Identify blockers and escalates them when necessary. Help employees understand what needs to be done, who is responsible, and when tasks are due. Promote accountability and follow‑through. Encourage collaboration among office staff, managers, supervisors, and field employees. B. Operations Support Support daily operational planning and follow‑up. Coordinate with Project Managers, Site Managers, Supervisors, and field staff. Track client requests, inspections, complaints, corrective actions, and pending operational issues. Help organize staffing needs for projects, schools, rest areas, commercial accounts, events, and special services. Follow up on field reports, inspection reports, supply reports, time and attendance issues, and service confirmations. Assist with operational checklists and recurring tasks. Escalate maintenance, staffing, quality, or supply‑related issues. Support communication between field teams and the office. Ensure operational tasks are documented and followed through until completion. C. Workflow and Task Management Create and maintain task trackers. Organize tasks by priority, urgency, department, and deadline. Break large projects into smaller action items. Track who is responsible for each task. Monitor open, pending, delayed, completed, and urgent items. Follow up with responsible team members. Identify bottlenecks in workflows. Help departments stay aligned with company goals. Provide leadership with visibility into progress and blockers. D. Communication Facilitation Act as communication bridge between departments. Clarify instructions from leadership. Ensure important information reaches the correct people. Support communication between office staff and field operations. Follow up on emails, messages, reports, and pending requests. Reduce miscommunication and duplicated work. Support professional communication with internal and external stakeholders when assigned. E. Meetings and Follow‑Up Prepare meeting agendas. Facilitate daily or weekly check‑ins when needed. Take meeting notes. Identify action items. Assign responsible parties. Track due dates. Follow up after meetings. Report pending blockers to leadership. Ensure decisions and next steps are documented. F. Office Management Support Manage office workflows and administrative priorities. Support document collection and organization. Maintain shared folders, trackers, and company records. Help prepare reports, forms, letters, and internal documents. Support company calendars, deadlines, and reminders. Organize digital files and internal systems. Support Microsoft 365, Outlook, Teams, SharePoint, Excel, Paychex, QuickBooks, HubSpot, Timestamp, Opinator, and other company platforms as needed. Help standardize office procedures and internal processes. 5. Department Support Each department may have the Scrum Master/Office Manager assist in the following areas: Human Resources : Track onboarding/offboarding tasks, follow up on employee documents, time and attendance, training, HR checklists, and employee communication. Finance : Follow up on invoice support documents, track attachments, coordinate with Operations to confirm services, collect timesheets and reports, and support accounts receivable. Procurement and Supplies : Track supply requests, follow up on orders and deliveries, support inventory communication, and coordinate site needs. Compliance : Track contract requirements, follow up on forms, reports, certificates, insurance, bonds, audits, and renewal documentation. Sales and Bids : Track bid deadlines, gather required documents, support communication between leadership, bid writers, and operations, and follow up on proposals and client requests. 6. Expected Outcomes The expected results include: Better communication between departments. More organized operations. Faster follow‑up on pending tasks. Fewer missed deadlines. Improved accountability. Better visibility for leadership. Stronger support for field teams. More consistent documentation. Faster resolution of blockers. Improved workflow between office and operations. Better execution of client requirements. 7. Role Boundaries The Scrum Master/Office Manager is a support, coordination, workflow, and administrative leadership role. This position does not replace department managers, project managers, HR decision‑makers, finance approvers, executive leadership, or client contract decision‑makers. Final decisions remain with the proper leaders and company leadership. The role supports execution, communication, documentation, organization, follow‑up, and accountability. 8. Summary As a servant‑leader and workflow coordinator, the Scrum Master/Office Manager at DSA helps teams stay organized, productive, and aligned. By supporting Operations as the primary focus and assisting all other departments, this role improves communication, removes blockers, tracks tasks, follows up on deadlines, supports documentation, and strengthens overall company execution. 9. Tools and Systems The role may use and help coordinate the following tools and systems: Microsoft Outlook, Teams, Excel, Word, SharePoint/OneDrive, Paychex, QuickBooks, HubSpot, Timestamp, Opinator, client portals, internal task trackers, company email accounts, shared folders and document repositories. 10. Performance Expectations Be organized, proactive, and detail‑oriented. Communicate clearly and professionally. Follow up consistently on pending tasks. Maintain confidentiality. Work well with office and field teams. Prioritize urgent operational needs. Keep leadership informed of important issues. Escalate blockers quickly. Maintain accurate records and documentation. Meet deadlines. Support a professional and structured company workflow. Promote accountability without micromanaging. Help the team remain productive, organized, and aligned. #J-18808-Ljbffr Disinfectant Solutions of Atlanta