Office Manager

Hedy Holmes Staffing Services; Hayward (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Hedy Holmes Staffing Services is seeking an experienced Office Manager to oversee daily office administration and accounting operations in Hayward, CA. This role acts as the operational backbone, ensuring workflows are accurate, efficient, and consistently executed to a high standard.

You will review AP, manage AR and billing, support payroll, and supervise Office & Accounting staff. The position requires leadership, strong communication, and solid QuickBooks experience in a fast-paced

Qualifications

• 3–5 years of accounting or office operations experience.
• Minimum 1 year in a lead, senior, or supervisory role.
• Proficiency in QuickBooks or similar accounting software.
• Strong AP/AR knowledge and reconciliation experience.
• Excellent written and verbal communication abilities.

Responsibilities

• Review and approve AP transactions, vendor payments, and billing entries prior to processing.
• Oversee daily revenue reconciliation, AR tracking, and collections follow-up.
• Perform bank and account reconciliations and resolve discrepancies.
• Support payroll processing and ensure deadlines and documentation compliance.
• Maintain office SOPs and ensure team adherence to procedures.
• Serve as primary contact for vendor communications, office supplies, and admin operations.
• Monitor and manage shared email and communication workflows.
• Supervise Office & Accounting Assistants, providing workflow oversight and quality review.
• Conduct employee check-ins, performance feedback, and onboarding/training support.
• Prepare reports related to AR aging, expenses, and reconciliation status.
• Coordinate with field operations regarding billing accuracy and work order documentation.
• Identify operational issues and proactively recommend solutions to leadership.

Skills

AP/AR knowledge

Leadership

Communication skills

Organizational skills

Payroll processing

Accounting software

Problem solving

Tools

QuickBooks

Job description

Schedule: Monday - Friday | 8:00am - 5:00pm

Job Description

We are seeking an experienced and highly organized Office Manager to oversee daily office admin and accounting operations. This role serves as the operational backbone of the office, ensuring workflows are accurate, efficient, and consistently executed to a high standard.

Duties and Responsibilities

• Review and approve AP transactions, vendor payments, and billing entries prior to processing
• Oversee daily revenue reconciliation, AR tracking, and collections follow-up
• Perform bank and account reconciliations and resolve discrepancies
• Support payroll processing and ensure compliance with deadlines and documentation requirements
• Maintain office SOPs and ensure team adherence to documented procedures
• Serve as the primary contact for vendor communications, office supply management, and administrative operations
• Monitor and manage shared email and communication workflows
• Supervise Office & Accounting Assistants, providing workflow oversight and quality review
• Conduct employee check-ins, performance feedback, and support onboarding/training
• Prepare reports related to AR aging, expenses, and reconciliation status
• Coordinate with field operations regarding billing accuracy and work order documentation
• Identify operational issues and proactively recommend solutions to leadership

Qualifications

• 3–5 years of accounting or office operations experience
• Minimum 1 year in a lead, senior, or supervisory role
• Strong AP/AR knowledge and reconciliation experience
• Proficiency in QuickBooks or similar accounting software
• Strong leadership and accountability skills
• Excellent written and verbal communication abilities
• Highly organized with strong multitasking and workflow management skills
• Ability to work independently and take initiative in a fast-paced environment