Position Description
The aquilogic, Inc. Office Manager ensures the smooth running of daily operations, performs all human resources functions, and provides support on consulting projects as needed. This role is integral to managing administrative tasks across various functions, coordinating internal and external resources, and keeping daily activities moving forward.
Responsibilities
Administration:
Implement and maintain procedures/office administrative systems
Order and stock office essentials/company hardware/groceries/materials
Organize company-provided lunch three (3) days per week
Liaise with IT consultant regarding office operations and open tickets
Organize company events
Human Resources:
Manage personnel records and keep them up to date
Issue offer letters and manage the onboarding process
Administer benefits, including health, dental, and FSA/DCA
Organize induction and exit programs for new/leaving employees
Ensure compliance with State regulations and company policies
Ensure that health and safety policies are up to date
Operations:
Assist with project management tasks
Prepare presentations, figures, and tables
Proof-read, revise, and assemble complex reports
Assist with small business registrations and renewals
Accounting Assistance:
Handle timesheets, expense reports, vendor bills
Ensure timesheets are accurate
Coordinate distribution of 401K documents
Additional duties also include:
Act as executive assistant
Serve as the facilities manager (responsible for the upkeep of the company hardware, furniture, and tracking of materials/supplies/equipment)
Assist with marketing efforts, including opportunity tracking and qualifications maintenance
Order and ship client gifts
Manage office subtenants, including preparing leases and tracking certificates of insurance
Position Requirements
Bachelor's degree or equivalent experience, knowledge, and skills
At least two years administrative experience in a small business office environment
Experience in office-based role within the environmental/engineering consulting sector is strongly preferred
Experience and strong knowledge of software packages (Microsoft Office, Run ADP, Constant Contact)
Knowledge of applicable federal, state, and local laws and human resources regulations
Excellent interpersonal and communications skills
Proactive approach to task management and problem solving
Reliability and discretion, particularly regarding confidential matters
Adaptability and ability to build relationships and negotiate effectively
Strong organizational and time management skills
Leadership skills and ability to meet deadlines
Budgeting skills and attention to detail
Salary & Benefits
Annual salary $70,000 and above depending on qualifications and experience
Health and Dental Insurance
Life Insurance
FSA/DCA
401(k) with Company contributions
Eight (8) paid holidays in addition to PTO time
Flexible work hours and hybrid schedule (three 3 days per week in office)
The position is based in our Orange County office. We offer competitive salary, bonus and benefits packages. We also offer a trusting, professional and flexible work environment - no set hours, no bureaucracy - just produce quality work on-time, on-budget, and keep the other staff and clients happy!
Candidates must possess the following attributes: personable, intelligent, service-minded, flexible, diligent, attention to detail, self-starter, collaborative, solutions oriented, delivers results.
For more information about the company, please visit
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