Assistant Office Manager

Guardian Fleet Services Inc.; Spring Hill (FL); On-site; USD 40,000 - 52,000; Full time

Job summary

Guardian Fleet Services in Spring Hill, FL is seeking an Assistant Office Manager to support daily administrative tasks, payroll processing, and financial reporting. This role works closely with the Office Manager to ensure efficient office operations and accurate records.

In addition to administrative duties, you will handle onboarding, employee support, and provide service across departments to maintain a compliant and organized workplace.

Qualifications

• Experience coordinating daily office operations.
• Payroll preparation and timekeeping administration.
• Onboarding and new hire paperwork support.

Responsibilities

• Assist the Office Manager in coordinating daily office operations and administrative functions.
• Review payroll-related documentation and report discrepancies to the Office Manager.
• Assist with onboarding, orientation, and offboarding activities.

Skills

Office administration

Payroll support

HR support

Job description

Welcome to Guardian Fleet Services Careers! As the largest towing, recovery, and specialized transportation fleet in the United States, Guardian Fleet Services stands at the forefront of the industry. With a commitment to excellence, we are continuously expanding our footprint, and we’re on the lookout for professionals who are eager to grow their careers with us.

At Guardian Fleet Services, we are dedicated to hiring, training, and educating the finest towing professionals across the globe. If you’re passionate about making a difference and want to be part of a dynamic team, we invite you to explore our rewarding career opportunities. We offer competitive pay, generous benefits, and a host of other bonuses to ensure our team members thrive both personally and professionally. Join us and become part of a company where your talents are valued and opportunities for advancement abound.

Location: Crockett's Towing

Spring Hill, FL

Job Id:1757-Guardian

# of Openings:1

The Assistant Office Manager supports the daily administrative, payroll, financial, and employee support functions of the office. This position works closely with the Office Manager to ensure efficient office operations, accurate recordkeeping, timely payroll and accounting support, and a positive employee experience. The Assistant Office Manager serves as a resource for employees, customers, vendors, and management while helping maintain an organized, professional, and compliant workplace. This role may act on behalf of the Office Manager during absences and supports operational objectives through effective administrative coordination.

Essential Duties and Responsibilities :

Office Administration

• Assist the Office Manager in coordinating daily office operations and administrative functions.
• Maintain filing systems, employee records, and office documentation.
• Process correspondence and maintain document retention practices.
• Order office supplies and coordinate equipment maintenance and repairs.
• Assist with office organization, facility needs, and workspace coordination.
• Ensure office policies and procedures are followed consistently.
• Provide administrative support to management and operational departments.

Timekeeping and Payroll Support

• Review employee timecards for accuracy and completeness.
• Assist with payroll preparation and timekeeping administration.
• Track and maintain attendance, PTO, holiday, and leave records.
• Assist employees and managers with payroll and attendance questions.
• Review payroll-related documentation and report discrepancies to the Office Manager
• Ensure payroll records are maintained accurately and confidentially.
• Assist with accounts payable and accounts receivable processing.
• Verify invoices, receipts, and supporting documentation.
• Prepare documentation for payment approvals and vendor processing.
• Assist with weekly reconciliations and financial reporting.
• Maintain accurate financial records and filing systems.
• Research and resolve billing, payment, and account discrepancies.
• Support budget tracking and expense monitoring activities.

Human Resources and Employee Support

• Assist with onboarding, orientation, and offboarding activities
• Coordinate new hire paperwork and ensure required documentation is submitted to Human Resources.

The Assistant Office Manager supports the daily administrative, payroll, financial, and employee support functions of the office. This position works closely with the Office Manager to ensure efficient office operations, accurate recordkeeping, timely payroll and accounting support, and a positive employee experience. The Assistant Office Manager serves as a resource for employees, customers, vendors, and management while helping maintain an organized, professional, and compliant workplace. This role may act on behalf of the Office Manager during absences and supports operational objectives through effective administrative coordination.

Essential Duties and Responsibilities :

Office Administration

• Assist the Office Manager in coordinating daily office operations and administrative functions.
• Maintain filing systems, employee records, and office documentation.
• Process correspondence and maintain document retention practices.
• Order office supplies and coordinate equipment maintenance and repairs.
• Assist with office organization, facility needs, and workspace coordination.
• Ensure office policies and procedures are followed consistently.
• Provide administrative support to management and operational departments.

Timekeeping and Payroll Support

• Review employee timecards for accuracy and completeness.
• Assist with payroll preparation and timekeeping administration.
• Track and maintain attendance, PTO, holiday, and leave records.
• Assist employees and managers with payroll and attendance questions.
• Review payroll-related documentation and report discrepancies to the Office Manager
• Ensure payroll records are maintained accurately and confidentially.
• Assist with accounts payable and accounts receivable processing.
• Verify invoices, receipts, and supporting documentation.
• Prepare documentation for payment approvals and vendor processing.
• Assist with weekly reconciliations and financial reporting.
• Maintain accurate financial records and filing systems.
• Research and resolve billing, payment, and account discrepancies.
• Support budget tracking and expense monitoring activities.

Human Resources and Employee Support

• Assist with onboarding, orientation, and offboarding activities
• Coordinate new hire paperwork and ensure required documentation is submitted to Human Resources.