Office Manager

Job Title: Office Manager

Job Description

The Office Manager serves as a key member of the organization, overseeing office administration, business operations, purchasing, reporting, and administrative support functions within a technology company that provides consulting and testing services to the medical device industry. This role is responsible for ensuring efficient day-to-day office operations while supporting accounting processes, project administration, compliance reporting, and customer invoicing activities. The ideal candidate is highly organized, detail-oriented, and comfortable managing a variety of administrative and operational responsibilities in a collaborative small-business environment.

Responsibilities

• Oversee daily office operations and administrative activities to ensure efficient business operations.

• Track and manage open customer projects and maintain accurate project records.

• Review project entries for accuracy and completeness and follow up on missing information as needed.

• Work closely with project teams to determine when projects or milestones are ready for billing.

• Create and issue customer invoices and enter billing information into QuickBooks.

• Process vendor invoices and assist with payment administration.

• Support accounts receivable activities, including collections and customer follow-up regarding outstanding invoices.

• Assist with intercompany allocations, fixed asset tracking, and sales tax filing activities.

• Prepare documentation and supporting schedules for external tax consultants.

• Create, issue, and track purchase orders to support company purchasing needs.

• Coordinate with vendors and internal departments regarding purchasing requirements and order status.

• Prepare and submit business license renewals, business property statements, insurance renewals, and state registration renewals.

• Prepare monthly and periodic reports for the parent company, primarily utilizing Microsoft Excel.

• Maintain organized business records, operational documentation, and compliance-related files.

• Provide administrative support to management and assist with special projects and office initiatives as needed.

Essential Skills

• 3+ years of experience in office management, office administration, business operations, or administrative support roles.

• Experience coordinating multiple business functions, including office administration, purchasing, reporting, vendor coordination, and customer support.

• Prior experience supporting accounting processes such as invoicing, accounts payable, accounts receivable, or bookkeeping is preferred but not required.

• Approximately 2 years of administrative, office management, executive support, or operations experience strongly preferred.

• Experience working in a small business environment is a plus.

• Experience with QuickBooks or similar business software is preferred.

Additional Skills & Qualifications

• Strong organizational and time management skills with the ability to manage multiple priorities.

• Excellent verbal and written communication skills.

• Strong attention to detail and follow-through.

• Proficiency in Microsoft Office Suite, particularly Excel, Outlook, Word, and PowerPoint.

• Ability to coordinate projects, track deliverables, and work effectively with internal teams and external vendors.

• Customer-focused mindset with strong interpersonal skills.

• Ability to work independently and take ownership of administrative and operational responsibilities.

• Experience generating reports, maintaining business records, and supporting compliance-related activities.

• Basic accounting knowledge and understanding of invoicing, payments, and bookkeeping processes preferred.

• QuickBooks experience preferred.

Work Environment

The role follows a hybrid work schedule, with three days on-site each week and two days working from home. One of the on-site days must be Wednesday to support collaboration and coordination with internal teams. The environment is a professional technology-focused setting that supports consulting and testing activities for the medical device industry, requiring regular use of QuickBooks, Microsoft Excel, and standard office productivity tools.

Job Type & Location

This is a Contract to Hire position based out of Scotts Valley, CA.

Pay and Benefits

The pay range for this position is $43.26 - $47.12/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in Scotts Valley,CA.

Application Deadline

This position is anticipated to close on Jul 23, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.