Office Manager

Job Description

Job Description

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 Disinfectant Solutions of Atlanta, the Office Manager will apply these principles in a business operations environment. This role will serve as a bridge between leadership, operations, office staff, field teams, department managers, clients, and stakeholders. Office Manager will not replace department heads or decision-makers. Instead, this person will help ensure that 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 helping ensure that operational and administrative tasks are completed accurately and on time. This role will support all departments, including:

Operations Human Resources Finance Procurement Sales Compliance Project Management Executive LeadershipThe primary focus of this role will be supporting Operations, ensuring that field teams, supervisors, managers, and office staff are aligned with company priorities, client requirements, deadlines, and reporting needs.

3. Main ObjectiveThe main objective of this position is to help DSA operate in a more organized, efficient, and accountable manner. This role will help the company:

Improve communication between office and field teams. Track pending tasks and deadlines. Remove operational and administrative blockers. Support follow-up across departments. Improve visibility for leadership. Ensure that action items from meetings are completed. Support the execution of company processes and client requirements. 4. Key ResponsibilitiesA. Servant-Leadership and Team SupportThe Scrum Master / Office Manager will act as a servant-leader by supporting team members, helping them stay organized, and removing barriers that prevent progress.

Responsibilities include:

Supporting team members without micromanaging. Helping departments clarify priorities. Facilitating communication between departments. Identifying blockers and escalating them when necessary. Helping employees understand what needs to be done, who is responsible, and when tasks are due. Promoting accountability and follow-through. Encouraging collaboration between office staff, managers, supervisors, and field employees. B. Operations SupportBecause Operations is the core of DSA’s business, this role will provide strong support to the Operations Department.

Responsibilities include:

Supporting daily operational planning and follow-up. Coordinating with Project Managers, Site Managers, Supervisors, and field staff. Tracking client requests, inspections, complaints, corrective actions, and pending operational issues. Helping organize staffing needs for projects, schools, rest areas, commercial accounts, events, and special services. Following up on field reports, inspection reports, supply reports, time and attendance issues, and service confirmations. Assisting with operational checklists and recurring tasks. Helping escalate maintenance, staffing, quality, or supply-related issues. Supporting communication between field teams and the office. Ensuring operational tasks are documented and followed through until completion. C. Workflow and Task ManagementThe Scrum Master / Office Manager will help structure company workflows using Scrum-style organization.

Responsibilities include:

Creating and maintaining task trackers. Organizing tasks by priority, urgency, department, and deadline. Helping break large projects into smaller action items. Tracking who is responsible for each task. Monitoring open, pending, delayed, completed, and urgent items. Following up with responsible team members. Identifying bottlenecks in workflows. Helping departments stay aligned with company goals. Providing leadership with visibility into progress and blockers. D. Communication FacilitationThis role will help ensure that communication is clear, organized, and consistent across the company.

Responsibilities include:

Acting as a communication bridge between departments. Helping clarify instructions from leadership. Ensuring that important information reaches the correct people. Supporting communication between office staff and field operations. Following up on emails, messages, reports, and pending requests. Helping reduce miscommunication and duplicated work. Supporting professional communication with internal and external stakeholders when assigned. E. Meetings and Follow-UpThe Scrum Master / Office Manager may organize and support internal meetings.

Responsibilities include:

Preparing meeting agendas. Facilitating daily or weekly check-ins when needed. Taking meeting notes. Identifying action items. Assigning responsible parties. Tracking due dates. Following up after meetings. Reporting pending blockers to leadership. Ensuring that decisions and next steps are documented. F. Office Management SupportThe Scrum Master / Office Manager will also function as an Office Manager by supporting administrative organization.

Responsibilities include:

Managing office workflows and administrative priorities. Supporting document collection and organization. Maintaining shared folders, trackers, and company records. Helping prepare reports, forms, letters, and internal documents. Supporting company calendars, deadlines, and reminders. Helping organize digital files and internal systems. Supporting Microsoft 365, Outlook, Teams, SharePoint, Excel, Paychex, QuickBooks, HubSpot, Timestamp, Opinator, and other company platforms as needed. Helping standardize office procedures and internal processes. 5. Department SupportHuman ResourcesThe Scrum Master / Office Manager may assist HR by:

Tracking onboarding and offboarding tasks. Following up on employee documents. Supporting time and attendance follow-ups. Helping coordinate training and internal communication. Supporting HR checklists and pending items. Assisting with employee communication when assigned.FinanceThe role may assist Finance by:

Following up on invoice support documents. Tracking required attachments, reports, and backup documentation. Coordinating with Operations to confirm services performed. Helping collect timesheets, inspection reports, supply reports, and service confirmations. Supporting accounts receivable follow-up when assigned.Procurement and SuppliesThe role may assist Procurement by:

Tracking supply requests. Following up on orders, receipts, and deliveries. Supporting inventory communication. Helping collect supply reports needed for billing or contract compliance. Coordinating with supervisors and project managers regarding site needs.ComplianceThe role may assist Compliance by:

Tracking recurring contract requirements. Following up on required forms, reports, certificates, attachments, and submissions. Supporting insurance, bond, audit, and contract renewal documentation. Helping ensure required reports are submitted on time.Sales and BidsThe role may assist Sales and Bid activities by:

Tracking bid deadlines. Helping collect required documents. Supporting communication between leadership, bid writers, and operations. Following up on proposals, estimates, and client requests. Helping organize information needed for new project launches. 6. Expected OutcomesThe expected results of this role 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 BoundariesThe 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 Client contract decision-makersFinal decisions remain with the proper department leaders and company leadership.

The Scrum Master / Office Manager supports execution, communication, documentation, organization, follow-up, and accountability.

8. SummaryThe Scrum Master / Office Manager at DSA will serve as a servant-leader and workflow coordinator who helps teams stay organized, productive, and aligned.

By supporting Operations as the primary focus and assisting all other departments, this role will help DSA improve communication, remove blockers, track tasks, follow up on deadlines, support documentation, and strengthen overall company execution.

9. Tools and SystemsThe Scrum Master / Office Manager may use and help coordinate the following tools and systems used by DSA:

Microsoft Outlook Microsoft Teams Microsoft Excel Microsoft Word SharePoint / OneDrive Paychex QuickBooks HubSpot Timestamp App Opinator Client portals Internal task trackers Company email accounts Shared folders and document repositories 10. Performance ExpectationsThe person in this role is expected to:

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. 11. SummaryThe Scrum Master / Office Manager at DSA will serve as a servant-leader and workflow coordinator who helps teams stay organized, productive, and aligned.

By supporting Operations as the primary focus and assisting all other departments, this role will help DSA improve communication, remove blockers, track tasks, follow up on deadlines, support documentation, and strengthen overall company execution.