Office Manager

ANDEAN SYSTEMS, INCOffice Manager

Part-Time | Hybrid

About the Role

Andean Systems is looking for a Office Manager to serve as the operational backbone of the company. This is a high-trust, high-ownership role designed to relieve the executive team of day-to-day operational load. The ideal candidate is organized, proactive, comfortable working across finance, legal, HR, and client-facing contexts, and thrives in a fast-moving environment where no two days look the same.

Key Responsibilities

Contracts & Legal Administration

• Draft, fill in, track, and manage contracts with vendors, clients, and employees

• Maintain a contract repository and monitor renewal dates and key milestones

• Coordinate government registrations, business licenses, permits, and regulatory filings

• Support insurance renewals and compliance documentation

Finance & Accounting Coordination

• Manage employee expense tracking and reimbursement workflows

• Coordinate with the bookkeeper and CPA for monthly close, tax preparation, and bookkeeping

• Handle vendor invoices: routing, approval, and payment coordination

• Support basic financial record-keeping and document organization for audits or reporting

HR & People Operations

• Own the end-to-end onboarding process for new hires: paperwork, systems access, orientation, and first-week logistics

• Maintain employee records, PTO tracking, and HR policy documentation

• Support recruiting coordination: scheduling interviews, managing candidate communications, and liaising with hiring managers

• Assist with offboarding processes as needed

Facilities & Office Management

• Oversee day-to-day office facilities: refrigerator stocking, supplies, materials, and general upkeep

• Manage relationships with facilities vendors and service providers

• Coordinate equipment procurement, asset tracking, and maintenance schedules

• Ensure the workspace remains organized, functional, and ready for team and client use

Executive & Calendar Support

• Manage calendars and scheduling for the executive team, including internal meetings and external appointments

• Coordinate travel arrangements (flights, accommodations, ground transport) for executives

• Prepare agendas, take meeting notes, and track action items from executive meetings

• Serve as a communication buffer and triage point for inbound executive requests

Systems & Internal Organization

• Maintain and improve internal organization systems, including project boards and Notion pages

• Manage software subscriptions, licenses, and vendor accounts across the organization

• Build and document repeatable processes and SOPs as the company scales

• Ensure data hygiene and consistent use of internal tools across the team

Project Research & Development

• Conduct research to support new business initiatives, market opportunities, and strategic decisions

• Synthesize findings into clear briefs, memos, or presentations for executive review

• Track and coordinate cross-functional project timelines, flagging risks and dependencies

• Support proposal development and pitch preparation for new projects

Client Outreach & Relationship Management

• Handle inbound and outbound client communications on behalf of the executive team

• Coordinate client onboarding logistics, follow-ups, and ongoing account touches

• Maintain CRM records and ensure client information is current and complete

• Support the preparation of client-facing materials, reports, and deliverables

Qualifications

Required

• 1+ year of experience in an operations, executive assistant, chief of staff, or office management role

• Demonstrated ability to manage multiple workstreams simultaneously with a high degree of accuracy and ownership

• Strong written and verbal communication skills; comfortable representing the company externally

• Experience coordinating with external professionals (accountants, attorneys, vendors)

• Proficiency with productivity and project management tools (e.g., Monday.com, Notion, Google Workspace, or equivalent)

• Comfort with basic financial workflows: invoices, expense tracking, and coordinating with bookkeepers

Preferred

• Experience in a startup, professional services, or technology environment

• Familiarity with contract lifecycle management and basic legal/compliance processes

• Experience with CRM systems and managing client relationships

• Background in HR administration or people operations

• Notary Public certification or willingness to obtain

What We Offer

• Part-time, hourly position with a flexible hybrid schedule: 1 day on-site, 1+ days remote per week

• A high-ownership role with direct exposure to company leadership and strategic decisions

• Competitive hourly rate commensurate with experience

• Opportunity to build and shape operations from the ground up

• Collaborative, entrepreneurial work environment

Andean Systems, Inc. is an equal opportunity employer.