Objective
The Office Manager is responsible for coordinating the company’s administrative, office, payroll-support, payment-documentation, vendor, and executive-support activities. This role ensures that administrative processes are completed accurately, on time, and with appropriate documentation, while maintaining an organized, professional, and well-supported workplace.
The Office Manager serves as a central administrative point of contact for internal teams, leadership, external accountants, and service providers, helping ensure continuity, compliance, and effective day-to-day office administration.
Responsabilities:
Office Administration & Workplace Management
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Manage the day-to-day administrative functioning of the office and serve as the primary point of contact for office-related needs.
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Ensure the workplace remains organized, properly supplied, and ready for employees, visitors, meetings, and leadership activities.
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Coordinate office access, supplies, meeting spaces, courier services, building requests, maintenance, and other routine workplace services.
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Maintain administrative calendars, office records, vendor contacts, and recurring service schedules.
Payment, Invoice & Documentation Administration
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Process approved payments through ACE Intake Success and follow up until completion.
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Ensure each payment is supported by the required approvals, invoices, tax receipts, and related documentation.
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Maintain organized and audit-ready records for payments, reimbursements, invoices, and supporting evidence.
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Follow up on missing or incorrect documentation and escalate unresolved discrepancies to the appropriate owner.
Payroll & Accountant Coordination
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Register new employees in the payroll system based on complete and approved information provided by People Operations & Talent.
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Compile and submit approved payroll information to external accountants within established deadlines.
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Coordinate routine payroll clarifications, maintain supporting records, and follow up on identified discrepancies.
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Support documentation and follow-up related to labor conciliation matters, employee claims, and settlement commitments.
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Maintain complete and confidential payroll and separation records, escalating legal or compensation decisions to People Operations, Leadership, or legal counsel.
Travel & Executive Administrative Support
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Coordinate approved business travel, including transportation, lodging, itineraries, changes, cancellations, and supporting documentation.
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Provide scheduling, meeting, document, travel, and general administrative support to the Chief Operational Excellence Officer and Operations Manager.
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Coordinate selected personal administrative matters when requested, while maintaining confidentiality and separating personal and company expenses.
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Track pending administrative commitments and follow up to ensure timely completion.
Vendor, Procurement & Facilities Coordination
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Purchase approved office supplies and services, maintain inventory levels, and coordinate routine procurement needs.
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Maintain current vendor information, service details, renewal dates, and supporting documentation.
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Coordinate routine facilities services, including maintenance, cleaning, security, utilities, repairs, and building management requests.
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Monitor vendor and facility issues, resolve routine matters, and escalate contractual, financial, or recurring service concerns.
Audit, Compliance & Administrative Records
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Support internal and external audits by gathering documentation, evidence, and administrative records.
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Follow up on assigned discrepancies and maintain visibility until corrective actions are completed.
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Maintain complete, accurate, confidential, and easily retrievable administrative records.
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Support approved administrative controls, documentation standards, and recurring compliance deadlines relevant to the role.
