Office Manager

Are you a highly organized, detail-oriented professional with a passion for leading and serving? Do you thrive in an office environment and enjoy ensuring smooth day-to-day operations? Project Support Services, a fast-growing project management firm specializing in school construction in California, is seeking an experienced Office Manager who loves to lead, support, and keep everything running efficiently. We’re looking for someone with 6-10 years of experience who can balance leadership and administrative responsibilities while fostering a positive, collaborative atmosphere—think of yourself as the people manager of the office!

At Project Support Services, we specialize in aiding California's public school districts and community colleges with project planning, design review, and ensuring certification of their construction projects. We believe in giving back to our community and clients, helping to improve infrastructure for students and the future of education. We work hard but also enjoy a friendly, relaxed office atmosphere.

Key Responsibilities:

• Accounts Payable (AP): Manage vendor bill payments, verify invoices, ensure timely payments, and reconcile accounts.
• Payroll Processing: Oversee payroll administration, review timesheets, and process employee reimbursements and time-off requests.
• Accounts Receivable (AR) & Collections: Ensure timely invoicing, track outstanding receivables, and follow up on collections.
• Project Set Up & PO Tracking: Set up client projects in our systems and track purchase order balances.
• HR Administrative Tasks: Assist with onboarding, employee records, benefits administration, and termination paperwork.
• Financial Reporting: Work closely with our CPA and bookkeeper to prepare month-end and year-end financial statements.
• General Administrative Support: Organize financial and company documents, manage office supplies, prepare meeting agendas, and oversee reception duties.
• Maintain Office Environment: Light cleaning, organizing, stocking supplies, watering plants, and ensuring the pantry and fridge are stocked.
• Company Culture: Plan and coordinate company events, creating a lively and engaged workplace.

Requirements

• Minimum of 6-10 years in office management, preferably in construction, project management, or a related field.
• Leadership: Proven experience leading a team or supporting senior leadership, particularly a CEO or executive team.
• Organizational Skills: Demonstrated ability to manage multiple tasks and priorities with ease, while maintaining a high level of accuracy and attention to detail.
• Financial Acumen: Strong understanding of basic accounting principles, including AP/AR, payroll, and financial reporting. Experience working with accounting systems or software (e.g., QuickBooks).
• Tech-Savvy: Proficient in Microsoft Office Suite, particularly Excel, and familiar with project management software (e.g., Harvest, Asana, or similar).
• HR Knowledge: Experience with HR administrative tasks, including new hire onboarding, benefits administration, and employee records management.
• Problem-Solving Ability: A self-starter who can anticipate office needs and solve problems quickly and effectively.
• Communication: Excellent verbal and written communication skills, with the ability to professionally interact with internal and external stakeholders.
• Time Management: Outstanding time-management and multitasking skills, with the ability to meet deadlines and adapt to changing priorities.
• Team Player: A positive, can-do attitude with the ability to foster a collaborative and supportive team environment.
• Attention to Detail: Demonstrate ability to handle sensitive and confidential information with discretion and care.

Benefits

• Benefits: 401K with company match, health insurance options, paid sick days, and vacation time.
• Perks: Office snacks, regular social events, growth opportunities, and work-from- home Fridays after the 90-day probation period.
• Work Environment: Casual attire, modern office, and a fun, collaborative team.

Salary Range: $60,000 - $75,000 DOE