Administrative Manager

Role Summary

Role

Summary:

Manages comprehensive office operations, administrative functions, compliance programs, and financial operations support. Ensures smooth execution of day-to-day business operations across multiple functional areas, including office management, compliance, accounts payable/receivable, and HR administration.

Reports to the CEO.

• Manage and oversee office management functions (mail, supplies, materials, equipment, landlord communications, etc.)
• Oversee company filing systems and document management policies
• Coordinate with facilities and vendors for office needs and services
• Manage company certifications and renewals (insurance, business licenses, trademarks, etc.)
• Support company-wide administrative initiatives and projects
• Maintain organized systems for document retention and retrieval

• Maintain employee records and HRIS system accuracy
• Process employee status changes (new hires, terminations, promotions, transfers)
• Manage PTO tracking, requests, and accrual maintenance
• Coordinate onboarding and offboarding administrative tasks
• Process employee data changes (addresses, emergency contacts, etc.)
• Support benefits enrollment and changes in HRIS
• Generate HR reports and maintain compliance documentation
• Assist with open enrollment administration
• Serve as the first point of contact for basic HR system questions

• Manage weekly accounts payable processing
• Oversee execution of invoicing and collections (Enterprise and SMB clients)
• Process staff expense approvals and reimbursements
• Monitor bank accounts and coordinate wire transfer setups
• Maintain vendor relationships and payment schedules
• Oversee payroll processing and management
• Maintain and execute expense management policies
• Assist CFO with monthly cash planning and financial reporting
• Respond to general accounting inquiries
• Support month-end and year-end closing processes
• Coordinate with HR on compensation-related matters

• Oversee team project tracking systems to monitor progress and deliverables
• Collaborate with department heads on timelines and accountability measures
• Support execution of operational processes and procedures
• Identify process improvements and operational efficiencies
• Assist in coordinating cross-functional initiatives and projects

• Collaborate with CTO on regulatory compliance programs (SOC2, GDPR)
• Maintain documentation of policies and procedures
• Support compliance audits and certifications
• Coordinate administrative aspects of compliance initiatives
• Ensure adherence to company policies and regulatory requirements
• Manage administrative vendor relationships and contracts
• Maintain personnel files in compliance with regulations

• 5+ years office management, operations, or administrative experience
• 3+ years experience with accounts payable/receivable and financial operations
• 2+ years experience with HRIS systems and HR administration
• Experience with accounting software (Quick Books, , Sage, etc.)
• Proficiency with HRIS platforms (Bamboo
  
  HR, Rippling, Gusto, or similar)
• Technology/SaaS environment experience preferred
• Knowledge of basic HR compliance and record-keeping requirements
• Strong organizational and project management skills
• Proficiency with Microsoft Office Suite, Google Suite, and collaboration tools
• Experience with compliance programs (SOC2, GDPR) a plus
• Detail-oriented with strong numerical accuracy

• Exceptional attention to detail and accuracy
• High level of discretion with financial, HR, and confidential information
• Strong organizational abilities and multitasking skills
• Proactive problem-solver with process-improvement mindset
• Ability to manage multiple priorities and meet deadlines consistently
• Team player with a collaborative approach
• Adaptable and comfortable managing ambiguity
• Professional demeanor with strong communication skills
• Trustworthy and reliable with sensitive employee information