Office Manager

Solutions iT is a purpose-driven MSP helping small to mid‑sized businesses thrive through people‑first IT services. We’re looking for an Office Manager to support our passionate IT team—helping organizations who are ready for stress‑free IT. Job Summary This position is responsible for supporting the efficient operation of the organization by administering business processes, employee support functions, compliance activities, and operational coordination by performing the following duties. Plans, implements, and enforces company programs, policies, procedures, training initiatives, and compliance requirements. Manages employee training programs and maintains company policies, procedures, and documentation within IT Glue or similar systems. Ensures compliance with HIPAA and other regulatory requirements, including the creation and management of Business Associate Agreements, Non‑Disclosure Agreements, and related documentation. Maintains professional relationships with employees, vendors, and business partners, including coordination with service providers such as Xenium. Schedules and coordinates employee one‑on‑one meetings and other staff development activities. Oversees the creation, maintenance, and continuous improvement of all non‑technical Standard Operating Procedures. Coordinates and facilitates strategy, EOS, and other operational meetings as applicable. Tracks, analyzes, and reports on client, project, and ticket profitability to support business decision‑making. Manages project administration, contract administration, and financial records with Autotask. Oversees all accounts receivable functions, including client billing, payment collection, and customer communications. Prepares and processes recurring, weekly, monthly, and one‑time client invoices. Manages the payment portal and accounts receivable collection processes. Coordinates daily bookkeeping activities with the Company’s bookkeeping provider, including invoice processing, expense tracking, and bill payments. Processes payroll through the Company’s HR/payroll system and ensures payroll accuracy and timeliness. Achieves established KPI goals and supports additional financial and administrative initiatives as required. Manages the full procurement lifecycle from requisition through delivery, ensuring accuracy, compliance, and cost‑effectiveness. Develops and maintains vendor relationships, negotiates pricing and contracts, and monitors vendor performance. Maintains appropriate inventory levels and coordinates purchasing activities to support operational needs. Analyzes procurement data, generates reports, and provides recommendations to management. Develops, documents, and maintains procurement processes, procedures, and accountability measures. Coordinates recruiting activities, including candidate screening, interviews, background checks, onboarding, and new‑hire hour tracking. Schedules, tracks, and maintains employee safety, compliance, and required training programs. Supports employee relations by coordinating with operations management on personnel matters, disciplinary actions, and terminations. Manages employee PTO requests, time‑keeping records, and payroll submissions each pay period. Administers employee expense reimbursement processes and ensures timely and accurate reporting. Develops and maintains administrative procedures to improve operational efficiency. Monitors administrative workflows and identifies opportunities for process improvement. Maintains company calendars for key operational, compliance, and administrative activities. Coordinates travel arrangements, meeting logistics, and company event planning, when applicable. Communicates company announcements, policy updates, and administrative information to employees. Coordinates client onboarding and offboarding administrative processes. Performs other duties as assigned. Supervisory Responsibilities This position does not have any supervisory responsibilities. Qualifications Ability to perform essential job duties with or without reasonable accommodation and without posing a direct threat to the safety or health of employees or others. To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties. Education & Experience A bachelor’s degree in finance or a related field is required for this role. In addition to the education requirement, this position requires two to five years of related experience. An equivalent combination of education, training, and experience may be used to satisfy these requirements. Certificates, Licenses, and/or Registrations This position does not require any certificates, licenses, or registrations. Travel Requirement This position requires infrequent (up to 5% of the position) travel related to the job duties above. Travel will primarily consist of day trips. Knowledge, Skills, & Abilities Team Oriented: The ability to collaborate with others and work effectively in a team environment. Time Management: The ability to effectively manage one’s time and prioritize tasks to meet deadlines and achieve goals. Planning and Organizing: The ability to develop and implement plans, set priorities, and manage resources to achieve goals. Organization Skills: Ability to organize and maintain an effective and efficient work environment. Workplace Flexibility: The ability to adapt and thrive in changing work environments, including remote work, flexible schedules, and virtual collaboration. Microsoft Office Skills: Proficiency in Microsoft Office Suite or related programs. Multitasking: The ability to efficiently handle multiple tasks or responsibilities simultaneously without compromising quality. Quality of Work: The commitment to maintaining high standards of accuracy, thoroughness, and excellence in work. Working Independently: The ability to independently solve problems and work with minimum supervision while prioritizing workloads to meet deadlines. Writing Skills: The ability to effectively convey ideas and information through written communication. Physical Demands & Work Environment The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. The work environment characteristics described here are representative of those an employee encounters while performing the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential duties. Prolonged periods sitting or standing at a desk and working on a computer. Must be able to occasionally lift, carry, push, and/or pull up to 50 pounds. Communicates regularly throughout the day via email, messages, and phone calls. Performs repetitive tasks such as typing or data entry. #J-18808-Ljbffr