Office Manager

Job Description

Job Description

Ironwall by Incogni is an executive privacy and protection service built for organizations that need to protect their most exposed people. We help companies and institutions reduce security risks to executives and other high-profile individuals by continuously finding and removing their personal information from the internet.

 
Role Purpose
Own the day-to-day office experience while providing administrative support across HR, recruiting, accounting, and first-line IT. This role ensures employees have the tools, access, equipment, and support they need to work effectively, including basic IT onboarding, off-boarding, asset management, and SaaS administration, while escalating specialized IT or security matters appropriately.

Office Operations

• Own day-to-day office operations, ensuring the workplace is organized, welcoming, and running smoothly
• Manage office supplies, vendors, facilities, equipment, and support business travel arrangements
• Support office projects, events, team activities, and employee engagement initiatives

HR & Recruiting Support

• Assist with HR onboarding, including equipment, access, first-day logistics, and adding new hires to the HR onboarding tracker and HiBob
• Coordinate recruiting activities, including interview scheduling and candidate communication
• Maintain employee records and monthly employee data, including new hires and departures
• Support benefits administration, including new-hire enrollment, the health insurance queue, and open enrollment communications
• Partner with HR on employee communications, HR programs, administrative tasks, and special projects as the company grows

Accounting Support

• Assist with submitting and processing contractor and vendor invoices in Payhawk
• Monitor emails received by the Accounting inbox and flag potential issues, discrepancies, or items requiring Accounting's attention.

IT Support — First Line

• Serve as the first point of contact for basic day-to-day employee IT requests (hardware, software, connectivity, account access)
• Troubleshoot hardware, software, connectivity, account, and access issues 
• Maintain IT documentation, support procedures, and knowledge resources 
• Identify recurring issues and recommend improvements 
• Provide ongoing technical support to all employees, remote and office-based
• Assist with conference room, meeting, printing, networking, and office technology issues 
• Escalate complex technical issues to appropriate vendors or technology partners 

IT Onboarding & Off-boarding

• Prepare and provision computers, monitors, phones, and peripherals for new hires
• Configure employee computers and set up required applications and access
• Provide basic IT onboarding and orientation for new employees
• Submit requests to disable or remove system and application access in accordance with company off-boarding procedures
• Recover company equipment and accessories and securely handle returned devices
• Coordinate with IT or technology vendors on account and application access removal
• Ensure all equipment and access-related tasks are documented and completed as part of the onboarding and off-boarding process

IT Asset Management and Platforms administration 

• Maintain IT asset inventory — track assignment, coordinate repairs and replacement 
• Manage equipment lifecycle — replacement, repair, and disposal 
• Maintain records for purchases, warranties, and equipment status 
• Ensure appropriate equipment is available for new hires and replacements 
• Handle basic administration of core business collaboration tools — accounts, groups, access permissions
• Manage phone system administration — user provisioning, numbers/extensions, call settings, first-line user support
• Support core finance/expense platform administration — user access and permissions, coordination with Finance

Requirements

• 2+ years in office management, administration, HR coordination, or a similar role
• Comfortable picking up basic IT/SaaS administration — no specialized IT background required
• Comfortable with basic accounting administrative tasks — no accounting degree required
• Highly organized, detail-oriented, able to manage multiple priorities independently
• Strong communication skills across all levels of the company
• Strong attention to security and confidentiality, particularly when handling employee information, company equipment, system access, and sensitive business information.

Compensation & Benefits

• Salary range: $65,000–$85,000 annually, commensurate with experience and qualifications.
• Schedule: Full-time, Monday–Friday work schedule.
• Health & Dental Insurance: You’ll be eligible for our full benefits package following completion of your introductory period. Ironwall pays 100% of the employee premium and 50% of dependent premiums .
• Paid Time Off: You’ll receive 2 weeks of paid time off (PTO) annually.
• 401(k): Eligible employees may participate in our 401(k) retirement savings plan.