Office Manager

Aquilogic, Inc.; California; Hybrid; USD 63,000 - 77,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Life insurance

FSA/DCA

401(k) with company contributions

Eight paid holidays

Hybrid schedule

Job summary

aquilogic, Inc. is seeking an Office Manager to ensure smooth daily operations, manage HR functions, and support consulting projects as needed. This role coordinates internal and external resources and keeps activities moving forward.

You will handle administrative tasks across departments, organize company events, onboarding, benefits administration, and light accounting support. The position is based in Orange County with a hybrid schedule and competitive benefits.

Qualifications

• Bachelor’s degree or equivalent experience in a related role.
• At least two years administrative experience in a small business office.
• Experience in environmental/engineering consulting is strongly preferred.
• Proficiency with Microsoft Office, ADP Run and Constant Contact.
• Knowledge of federal, state and local HR regulations.
• Strong communication, organization and time-management skills.

Responsibilities

• Coordinate office administration and procedures.
• Order stock, office hardware, groceries and supplies.
• Organise company events and manage internal communications.
• Liaise with IT and handle open tickets; maintain HR records.
• Administer onboarding, benefits, and 401(k) coordination.
• Support project management tasks and prepare reports.

Skills

Administrative skills

Interpersonal skills

Time management

Communication

Problem solving

Education

Bachelor’s degree or equivalent experience

Tools

Microsoft Office

ADP Run

Constant Contact

Job description

Job Description

Position Description

The aquilogic, Inc. Office Manager ensures the smooth running of daily operations, performs all human resources functions, and provides support on consulting projects as needed. This role is integral to managing administrative tasks across various functions, coordinating internal and external resources, and keeping daily activities moving forward.

Responsibilities

Administration:

• Implement and maintain procedures/office administrative systems
• Order and stock office essentials/company hardware/groceries/materials
• Organise company-provided lunch three (3) days per week
• Liaise with IT consultant regarding office operations and open tickets
• Organise company events

Human Resources:

• Manage personnel records and keep them up to date
• Issue offer letters and manage the onboarding process
• Administer benefits, including health, dental, and FSA/DCA
• Organise induction and exit programs for new/leaving employees
• Ensure compliance with State regulations and company policies
• Ensure that health and safety policies are up to date

Operations:

• Assist with project management tasks
• Prepare presentations, figures, and tables
• Proof-read, revise, and assemble complex reports
• Assist with small business registrations and renewals

Accounting Assistance:

• Handle timesheets, expense reports, vendor bills
• Ensure timesheets are accurate
• Coordinate distribution of 401K documents

Additional duties also include:

• Act as executive assistant
• Serve as the facilities manager (responsible for the upkeep of the company hardware, furniture, and tracking of materials/supplies/equipment)
• Assist with marketing efforts, including opportunity tracking and qualifications maintenance
• Order and ship client gifts
• Manage office subtenants, including preparing leases and tracking certificates of insurance

Position Requirements

• Bachelor’s degree or equivalent experience, knowledge, and skills
• At least two years administrative experience in a small business office environment
• Experience in office-based role within the environmental/engineering consulting sector is strongly preferred
• Experience and strong knowledge of software packages (Microsoft Office, Run ADP, Constant Contact)
• Knowledge of applicable federal, state, and local laws and human resources regulations
• Excellent interpersonal and communications skills
• Proactive approach to task management and problem solving
• Reliability and discretion, particularly regarding confidential matters
• Adaptability and ability to build relationships and negotiate effectively
• Strong organizational and time management skills
• Leadership skills and ability to meet deadlines
• Budgeting skills and attention to detail

Salary & Benefits

• Annual salary $70,000 and above depending on qualifications and experience
• Health and Dental Insurance
• Life Insurance
• FSA/DCA
• 401(k) with Company contributions
• Eight (8) paid holidays in addition to PTO time
• Flexible work hours and hybrid schedule (three [3] days per week in office)

The position is based in our Orange County office. We offer competitive salary, bonus and benefits packages. We also offer a trusting, professional and flexible work environment – no set hours, no bureaucracy – just produce quality work on-time, on-budget, and keep the other staff and clients happy!

Candidates must possess the following attributes: personable, intelligent, service-minded, flexible, diligent, attention to detail, self-starter, collaborative, solutions oriented, delivers results.

For more information about the company, please visit www.aquilogic.com