Office Manager/HR Coordinator

Job Summary

The Office Manager manages daily office operations and provides essential administrative and accounting support to ensure organizational effectiveness. This role requires independent judgment, strong coordination skills, and ownership of office workflows, vendor management, and financial documentation. The Office Manager also supports executives and teams with scheduling, travel logistics, and expense administration.

Job Description

Duties/Responsibilities

- Oversee daily office operations to maintain a clean, organized, and efficient workplace.

- Manage office supply, snack, and beverage inventory, including purchasing and vendor cost management.

- Serve as the first point of contact for visitors, deliveries, and office inquiries.

- Perform front-desk and receptionist duties, including greeting visitors, handling deliveries, answering phone calls, and directing inquiries appropriately.

- Coordinate office equipment maintenance and manage vendor repair requests.

- Oversee access cards, parking passes, lease administration, and office maintenance coordination.

- Negotiate and manage service contracts (cleaning, maintenance, IT support, etc.).

- Support executives with calendar coordination, meeting scheduling, and domestic/international travel arrangements.

- Prepare and maintain all travel-related documentation, including itineraries, confirmation details, and required forms.

- Prepare, maintain, and organize all travel-related documentation, including itineraries, confirmations, approval forms, and vendor communications.

- Manage employee travel expenses, including receipt collection, cost categorization, corporate card reconciliation, and post-travel reimbursement processing.

- Maintain organized records of vendor invoices, purchasing activities, office-related expenses, travel documentation, and accounting files.

- Support onboarding logistics and provide basic payroll assistance.

- Support document management including digital filing, shared-drive organization, and ongoing maintenance of administrative documentation.

- Maintain employee personnel records and HR documentation (I-9, W-4, policy acknowledgments, etc.)

- Post job openings and coordinate interview scheduling

- Prepare offer letters and onboarding documentation

- Coordinate payroll information with payroll providers

- Assist employees with benefits enrollment and changes

- Ensure compliance with federal and state employment regulations

- Support workers' compensation, insurance documentation, and required workplace postings

- Respond to employee HR inquiries and provide general HR guidance Qualifications

Basic Qualifications

- 2+ years of experience in office administration or administrative support, with strong organizational and communication skills.

- Proficiency in MS Office/Google Workspace and ability to handle scheduling, travel coordination, and basic accounting tasks such as invoice processing and expense documentation.

- Basic understanding of U.S. employment law and HR practices

Preferred Qualifications

- Experience with AP/AR support and accounting tools such as QuickBooks or NetSuite.

- Prior experience in vendor management, office operations, or fast-paced small business/startup environments. What's On Offer

Comprehensive health insurance, 401K, PTO, sick days

Apply online or feel free to contact us directly for more information about the opportunity. Due to the high volume of applicant, we regret to inform that only shortlisted candidates will be notified. Thank you for your understanding.