Office Manager

Job Description

Job Description

We are looking for an experienced Office Manager to bring structure, accountability, and day-to-day operational oversight to our team. This contract position is ideal for someone who thrives in a small business or services setting and can turn loosely defined processes into dependable workflows. The role blends hands-on coordination with leadership responsibility, helping administrative and business operations run smoothly so client-focused teams can stay concentrated on delivery.

Responsibilities:
• Lead the full administrative and operational flow for new business activity, from initial inquiry through agreement completion, ensuring each opportunity has clear ownership, follow-up, and resolution.
• Coordinate proposal preparation, scheduling, internal handoffs, and documentation while keeping records current and organized across business systems.
• Establish and manage recurring project and resource review routines, tracking action items and supporting visibility into workload, utilization, budgets, and performance.
• Oversee office administration staff and external support resources, assigning priorities, monitoring output, and maintaining dependable coverage for essential tasks.
• Create and refine standard operating procedures, approval guidelines, and escalation paths so routine decisions can be handled efficiently without unnecessary leadership involvement.
• Manage invoicing, receivables follow-up, and work-in-progress reviews to support timely billing, accurate records, and consistent financial discipline.
• Partner with accounting support and external financial advisors to keep daily finance-related processes aligned, organized, and well controlled.
• Supervise core office functions such as supply management, front desk coverage, document preparation, filing, and general administrative support while identifying opportunities for improvement.• 5+ years of experience in office management, business operations, or administrative leadership within a small business or services environment.
• Demonstrated ability to build organized processes, assign accountability, and improve consistency across multiple business functions.
• Experience overseeing administrative staff and delegating routine work while maintaining quality, timeliness, and operational control.
• Working knowledge of accounts payable, invoicing coordination, receivables follow-up, and general office financial procedures.
• Strong communication and organizational skills with the ability to manage competing priorities and keep initiatives moving forward.
• Proficiency in administrative office tasks, reception support, office supply ordering, and ongoing office inventory management.
• Comfort working with business systems and reporting tools to maintain accurate records and support operational decision-making.