Job Description

We are a growing executive search firm who is seeking an Office Manager for our office located in Encinitas, CA. This role will wear several hats with overall responsibility for administrative management . This person much be able to oversee computer network, office facilities, basic HR functions, and basic AR functions.

Computer network:

• Set up new hires on PCs including setting up all hardware and setting up Microsoft Outlook
• Troubleshoot various minor PC problems such as programs not loading, internet connectivity, questions on use of Microsoft products, passwords, etc.

Office Facilities:

• Maintain the cleanliness of the office by working with janitorial vendor to address any issues
• Conduct supply inventory and ensure that office is well-stocked with necessary supplies at all times
• Organize monthly lunches, order, pick up food, and clean up training area afterwards

HR Functions:

• At the direction of the Director of Operations or president, prepare new hire paperwork and review with new hires, ensuring all documents are signed
• Work with health insurance broker to ensure all new hires receive proper information and are enrolled in a timely manner

AR Functions:

• Prepare invoices to clients (approx. 5 per week)
• Follow up with clients via phone and/or email to ensure timely payment of invoices
• Make bank deposits,

Property Management

Along with president assist with managing 3 rental properties

Other responsibilities or projects may be assigned by President or Director of Operations.

The ideal candidate will be very proficient with computers, including Microsoft Excel, Microsoft Word, databases, and basic system administration and computer maintenance. Previous experience in an accounting or payroll focused role ideal. Must be able to see the big picture and make judgment calls from time to time. Candidate must be able to drive and willing to run errands as needed.

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