Office Manager

My Green Lunch•San Jose, CA

18d•$28 - $35

About The Position

My Green Lunch provides fresh, healthy, sustainably sourced meals for Silicon Valley schools. The Office Manager runs human resources and day-to-day operations, supporting the team and helping daily operations run smoothly. The role includes recruiting and onboarding staff, handling HR and benefits administration through TriNet, maintaining compliance with labor and safety laws, and managing office operations such as supplies, vendors, insurance, and bill payment. This position is suited to a proactive, detail-oriented professional who enjoys handling a variety of responsibilities and building a positive workplace culture. The schedule is Monday through Friday, 7:00 a.m. to 12:30 p.m., approximately 25–30 hours per week.

Requirements

At least 3 years of experience in HR, office management, or a related administrative role.
Working knowledge of employment law and HR best practices.
Hands-on experience with TriNet or a comparable PEO/HRIS platform, including benefits administration.
Basic bookkeeping experience, including writing checks, reconciling vendor accounts, recording deposits, and recording ACH transactions.
Familiarity with OSHA requirements and workplace safety compliance.
Experience managing vendors and ordering supplies.
Strong organizational skills and ability to manage multiple priorities and deadlines.
Excellent written and verbal communication and customer service skills.
Discretion and professionalism when handling confidential information.
Proficiency with Microsoft Office.

Nice To Haves

Bachelor's degree in human resources, business administration, or a related field.
Spanish fluency.
Experience working with insurance carriers on claims and policy updates.
SHRM-CP, PHR, or similar HR certification.

Responsibilities

Manage hiring, job postings, and new-hire onboarding.
Handle write-ups and document performance and conduct issues.
Stay current on federal, California, and local employment laws and implement required annual policy changes.
Serve as the primary contact with TriNet for HR and benefits administration.
Monitor the time and attendance system and provide accurate hours to the CEO for payroll.
Serve as the contact with EDD for unemployment claims and related matters.
Manage and monitor workers' compensation claims and reporting.
Maintain accurate, confidential employee files.
Support staff meetings as needed.
Coordinate required compliance training.
Keep the company safety plan and OSHA documentation up to date.
Translate company documents from English to Spanish.
Manage the front office and keep the workplace clean, organized, and well supplied.
Order and manage office and kitchen supplies and paper goods.
Manage vendor relationships for equipment, facilities, and IT support.
Coordinate staff schedules and calendars across departments.
Handle incoming communications, correspondence, and administrative requests.
Plan company meetings, training sessions, and team events.
Work with staff to build and improve processes and procedures.
Work with insurance companies on claims and policy updates for auto, business, and workers' compensation insurance.
Support leadership with special projects and other duties as assigned.
Track office budgets and expenses; process invoices and reimbursements.
Write checks for rent, vendors, and other payables.
Monitor vendor accounts for billing accuracy.
Deposit checks and record ACH transactions.
Provide billing support, including preparing customer invoices and following up on open accounts.