Job Title: Office Manager

Location: Indianapolis, IN

Reports to: CEO and VP, Finance & Administration

Job Type: Full-time

Salary: $50,000-$65,000 depending on experience

Primary Purpose:

The Office Manager will play a crucial role in ensuring the smooth and efficient operation of our office. This individual will oversee office administration, support the leadership team, and contribute to the success of the business by handling tasks such as financial management, HR coordination, and administrative organization. The ideal candidate is proactive, detail-oriented, and enjoys collaborating in a dynamic work environment.

Core Responsibilities

Administrative Operations:

• Oversee daily office operations to ensure smooth functionality
• Coordinate and execute team-wide events, including celebrations, training sessions, and team-building activities.
• Plan and coordinate travel arrangements for employees, including flights, accommodations, and itineraries.
• Organize and lead special projects 
• Manage office supply inventory and ensure timely ordering and replenishment.
• Handle incoming and outgoing communications

Employee Management and HR Coordination:

• Lead employee recruitment efforts, including job ad creation, interview scheduling, onboarding and offboarding duties.
• Managing and updating the employee handbook and ensuring compliance within the organization.
• Conduct weekly administrative team meetings to ensure alignment and efficiency.
• Serve as a point of contact for HR policies, time tracking, and employee resources.

Financial Management:

• Process payroll and maintain accurate records in coordination with the VP of Finance & Administration.
• Manage accounts receivable and ensure timely follow-ups on outstanding payments.
• Perform QuickBooks staff-level accounting, including tracking expenses, reconciling accounts, payables and generating reports.
• Monitor employee spending and reconcile receipts 
• Deposit checks and manage other financial transactions as needed.

Communication and Customer Service:

• Foster a positive office environment that aligns with the company culture.
• Act as a liaison between employees and management to address concerns and feedback.
• Work closely with vendors in conjunction with VP of Finance and Administration to monitor and report performance.
• Serve as first point of contact for visitors, clients and vendors
• Monitor and respond to inquiries to ensure all communication is handled professionally and promptly.

Experience and Qualifications

• Proven experience as an Office Manager, Administrative Manager, or in a similar role.
• Proficiency in MS Office, G Suite, CRM and project management software systems
• Proficiency using QuickBooks.
• Strong documentation, organizational, and leadership skills.
• Exceptional problem-solving and decision-making abilities.
• Strong interpersonal and communication skills.
• Preferred: Bachelor’s degree in Business Administration, HR, or a related field.
• Preferred: Background in home service industry.

Key Attributes and Skills

• Self-motivated and proactive in taking ownership of responsibilities.
• Highly organized and capable of managing multiple tasks in a fast-paced environment.
• Ability to lead and manage a team and delegate tasks as needed to achieve documented goals.
• Detail-oriented with a strong commitment to excellence.
• Collaborative team player who fosters a positive work environment.