Office Manager

Human Capital Advisors•Northern Cambria, PA

5d•Onsite

About The Position

Take on a key leadership position overseeing the office, staff, and essential administrative functions to ensure smooth operations. The Office Manager directly supervises the office team and serves as the primary point of contact for document organization, compliance, and coordinating people and processes that support organizational efficiency. SUMMARY: The Office Manager oversees all office operations and is the primary point of contact for office processes and performance. This position directly supervises the office staff, provides daily guidance, and ensures that administrative, contractual, and compliance tasks are performed accurately, on time, and in accordance with company standards.

Requirements

Office operations and contract administration functioning as a hands-on player-coach, actively handling tasks and overseeing daily workflows. This involves managing all aspects of contracts, permits, licenses, and insurance to ensure operations are accurate, efficient, and timely.
Regulatory and documentation accuracy, maintaining compliance and licensing paperwork with meticulous attention to detail, so records remain current, correct, and properly organized in company systems.
Organization, multitasking, and deadline control managing multiple projects, balancing competing priorities, and meeting time-sensitive tasks, all while keeping information accessible and ensuring that paperwork and costing are completed promptly.
Leadership and team guidance, directing and supporting office staff by offering clear direction, feedback, and oversight. This role is the primary point of responsibility for the office's performance and processes.
Clear communication and collaborative service to convey information professionally both in writing and verbally, while working cooperatively with customers, office staff, operations, and leadership to deliver dependable and courteous service.
Experience in managing office operations, contracts, or related administrative tasks, preferably for more than 3 years in contract administration or office management.
Comfort working with contracts, customer documents, permits, and insurance paperwork.
Strong attention to detail and accuracy, especially when handling regulatory and compliance documents.
Ability to juggle multiple tasks and deadlines while keeping information organized and easy to find.
Clear written and verbal communication skills, with a focus on professional, courteous customer service.
Ability to work collaboratively with office staff, operations, and leadership, while also handling tasks independently.

Responsibilities

Lead and manage the office team by giving clear guidance, support, and feedback to promote high performance and reliable service.
Act as the central point of responsibility for office operations, managing both personnel and procedures to ensure administrative, contract, and compliance tasks stay on schedule.
Oversee daily office operations, focusing on managing key administrative functions like business support, permitting, and logistics coordination.
Handle all operational documentation such as contracts, permits, licenses, certificates of insurance (COI), and other necessary documents.
Handle contract processes from start to finish, including sending to customers, tracking returns, coordinating changes, and ensuring all approvals are documented.
Coordinate with customers and internal teams to ensure insurance, permits, and regulatory notifications are completed accurately and on time.
Track all projects to confirm that required paperwork is completed in advance and properly uploaded or filed in the CRM or other systems.
Manage post-project costing and related financial documentation.
Oversee required licenses, regulatory records, and business registrations to ensure they are current, compliant, and well-organized.
Support the management of workers’ compensation and relevant business insurance coverage for the office.
Monitor office and general supply levels and coordinate ordering for the office location.
Help maintain and improve Zoho workflows (or similar tools) to support efficient processes and monitoring.
Approve timesheets and PTO requests for office team members within the HRIS, following established workflows and approvals.