Office Manager

Bright Horizon Care; Huntington Beach (CA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

401(k)

Bonus based on performance

Company parties

Competitive salary

Dental insurance

Employee discounts

Free uniforms

Opportunity for advancement

Training & development

Job summary

Bright Horizon Care is seeking an organized Office Manager to oversee daily operations and support the owner and team. You will coordinate administrative work, communicate with customers and vendors, maintain records, and help keep the business running efficiently.

The role requires initiative, managing competing priorities with professionalism, and the ability to identify what needs attention and resolve routine issues independently while keeping leadership informed.

Qualifications

• At least three years of relevant experience in office administration or similar roles.
• Experience coordinating daily office operations and managing multiple priorities.
• Strong written and verbal communication skills.
• Excellent organization and attention to detail.
• Proficiency with MS Office or Google Workspace.
• Experience with invoicing and basic financial recordkeeping.
• Ability to work independently and exercise sound judgment.
• Professionalism in handling confidential information.

Responsibilities

• Oversee daily office activities and maintain an organized, professional workplace.
• Develop and maintain office procedures, checklists, and administrative systems.
• Manage office supplies, equipment, service providers, and maintenance requests.
• Coordinate calendars, meetings, appointments, and internal deadlines.
• Identify opportunities to improve efficiency and reduce unnecessary expenses.
• Answer and direct inquiries promptly and professionally.
• Maintain accurate customer and vendor records and communicate with vendors regularly.
• Prepare invoices, track payments, and organize financial records in QuickBooks.
• Prepare correspondence, reports, and other business documents.
• Maintain filing systems and track action items to meet deadlines.
• Coordinate onboarding and offboarding activities and handle confidential information.

Skills

Office administration

Communication

Organization

Independent work

Tools

QuickBooks

Microsoft Office

Google Workspace

Job description

Benefits:

• 401(k)
• Bonus based on performance
• Company parties
• Competitive salary
• Dental insurance
• Employee discounts
• Free uniforms
• Opportunity for advancement
• Training & development

About the Position

We are seeking an organized, dependable Office Manager to oversee daily office operations and keep our business running efficiently. This person will coordinate administrative work, communicate with customers and vendors, maintain accurate records, and support the owner and team.

The ideal candidate takes initiative, follows through on commitments, and handles competing priorities with professionalism. We’re looking for someone who can identify what needs attention, resolve routine issues independently, and keep leadership informed.

Key Responsibilities

Office Operations

• Oversee daily office activities and maintain an organized, professional workplace.
• Develop and maintain office procedures, checklists, and administrative systems.
• Manage office supplies, equipment, service providers, and maintenance requests.
• Coordinate calendars, meetings, appointments, and internal deadlines.
• Identify opportunities to improve efficiency and reduce unnecessary expenses.

Customer and Vendor Communication

• Answer and direct incoming calls, emails, and other inquiries promptly.
• Serve as a reliable point of contact for customers, vendors, and business partners.
• Follow up on requests, outstanding information, and service issues.
• Maintain accurate customer and vendor records.
• Communicate professionally and elevate concerns when appropriate.

Billing and Financial Administration

• Prepare and send invoices based on approved information.
• Track outstanding invoices and follow up on payments.
• Organize vendor bills, receipts, expense records, and supporting documents.
• Enter and maintain accurate information in QuickBooks or the company’s accounting system.
• Coordinate with the owner, bookkeeper, or accountant to resolve discrepancies.
• Gather and submit approved time records and payroll information.

Administrative and Team Support

• Prepare correspondence, reports, spreadsheets, and other business documents.
• Maintain organized electronic and paper filing systems.
• Track action items and follow up to help the team meet deadlines.
• Coordinate administrative aspects of employee onboarding and offboarding.
• Maintain employee documentation securely and handle confidential information with discretion.
• Coordinate administrative workloads and provide guidance to office support staff, where applicable.

Reporting and Accountability

• Provide regular updates on office priorities, outstanding invoices, vendor issues, and upcoming deadlines.
• Maintain simple tracking reports for recurring administrative tasks.
• Bring problems to leadership with clear information and proposed solutions.
• Ensure purchasing and financial activities follow company approval procedures.

Required Qualifications

• At least three years of relevant experience in office administration, office management, or a similar role.
• Experience coordinating daily office operations and managing multiple priorities.
• Strong written and verbal communication skills.
• Excellent organization, attention to detail, and follow-through.
• Proficiency with Microsoft Office or Google Workspace, including spreadsheets.
• Experience with invoicing, expense tracking, and basic financial recordkeeping.
• Ability to work independently and exercise sound judgment.
• Professionalism when handling customer concerns and confidential information.

Preferred Qualifications

• Previous experience as an Office Manager or Senior Office Administrator.
• Working knowledge of QuickBooks.
• Experience supporting a small business or working directly with an owner.
• Experience improving office procedures and implementing administrative systems.
• Experience coordinating vendors and guiding administrative staff.

What Success Looks Like

During the first 90 days, the Office Manager will:

• Learn the company’s systems, workflows, customers, and key contacts.
• Take ownership of recurring office tasks and administrative deadlines.
• Maintain accurate, accessible records and reliable follow-up systems.
• Keep invoicing and payment follow-ups current.
• Establish a consistent schedule for updating leadership.
• Recommend practical improvements to office organization and efficiency.