Office Manager

Northern Landscape Inc.; San Leandro (CA); On-site; USD 65,000 - 85,000; Full time

Job summary

Northern Landscape Inc. is seeking an experienced Office Manager to be the operational backbone of our office, owning systems, driving organization and accountability, and ensuring the admin/HR engine runs smoothly.

You will lead office operations, HR workflows, payroll coordination, and QuickBooks-based accounting, acting as the hub between ownership, field supervisors, and admin to keep priorities moving.

Qualifications

• 5+ years in Office Management or a similar role in a fast-moving service, construction, or landscape environment.
• Proficiency with QuickBooks; expertise in ADP and Microsoft Office/Google Workspace.
• Strong organizational, prioritization, and leadership abilities with accountability.
• Familiarity with HR basics (onboarding, file audits, postings/compliance) and safety/DMV/insurance coordination.
• Excellent written and verbal communication; Spanish bilingual is a plus (not required).

Responsibilities

• Own office operations and systems across scheduling, paperwork flow, vendor coordination, and logistics.
• Lead admin/HR workflow and ensure onboarding, I-9 audits, employee files, safety binders, and compliance.
• Coordinate payroll with ADP; verify timesheets and meal/rest compliance; basic reconciliations.
• Provide QuickBooks-based accounting support and maintain vendor files and AP/AR flows.
• Serve as hub between ownership, field supervisors, and admin to keep priorities moving.
• Maintain a professional, well-stocked office and support forms, supplies, and basic reporting.

Skills

Office management

HR coordination

Communication

Leadership

Spanish language

Tools

QuickBooks

ADP

Microsoft Office/Google Workspace

Job description

We’re looking for an experienced Office Manager to be the operational backbone of our office—owning systems, driving organization and accountability, and ensuring the admin/HR engine runs smoothly.

What You’ll Do

• Own office operations & systems: keep processes tight across scheduling, paperwork flow, vendor coordination, insurance/COIs, fleet/DMV renewals, and general office logistics.
• Lead admin/HR workflow: supervise and support our HR/Safety/Admin Support and ensure deadlines are met for onboarding packets, I-9/I-9 audit, employee files, safety binders/posters, and compliance tasks.
• Payroll coordination: partner on weekly payroll (ADP), ensure timesheet accuracy, meal/rest compliance checks, and basic reconciliations with GPS/time records.
• Accounting support (QuickBooks required): maintain vendor files, AP/AR support, invoice/document flow, and help the owner keep financial information organized and current.
• Cross-functional communication: act as the hub between ownership, field supervisors, and admin—follow up, close loops, and keep priorities moving.
• Office cadence & quality: maintain a professional, well-stocked, orderly office; manage forms, supplies, uniform tracking entries/log reviews, and basic reporting; support occasional special projects.

What You’ll Bring

• 5+ years in Office Management or similar role within a fast-moving service, construction, or landscape environment.
• QuickBooks expertise (required) and strong proficiency in ADP and Microsoft Office/Google Workspace.
• Proven ability to organize, prioritize, and lead—you hold people (kindly) accountable and keep processes on track.
• Familiarity with HR basics (onboarding documentation, file audits, postings/compliance) and safety/DMV/insurance coordination.
• Excellent written & verbal communication; Spanish bilingual is a plus (not required).
• High integrity, discretion with sensitive information, and a 'see it, own it, solve it' mindset.