Job Description

Job Description

Job description:

** Office Manager**

** Location:** Louisville, KY

** Reports To:** COO

** Position Summary**

The Office Manager keeps daily operations running smoothly by overseeing administrative tasks, coordinating internal processes, and supporting leadership. This role handles the details that make the company function: office organization, communication flow, basic HR support, vendor coordination, and light bookkeeping. The ideal candidate is organized, resourceful, and comfortable juggling multiple responsibilities without losing their sanity.

** Key Responsibilities**

** Administrative Operations**

• Manage front-office operations, including answering phones, greeting visitors, and handling daily mail.
• Maintain office supplies, equipment, and vendor relationships.
• Coordinate shipping and receiving (light volume).
• Ensure the office stays clean, organized, and functional.

** Executive & Team Support**

• Schedule meetings, prepare documents, and assist with internal communication as needed.
• Support cross-department needs, helping improve workflow and organization.

** Finance & Bookkeeping Assistance**

• Assist with Accounts Receivable and Accounts Payable tasks.
• Help maintain accurate records, filing, and documentation.
• Support the finance team with light data entry, reconciliations, and reporting.

** HR & People Operations (Basic)**

• Assist with onboarding tasks: paperwork, account setup coordination, scheduling first-day activities.
• Maintain employee files and compliance documents.
• Help coordinate company events, meetings, or trainings.
• Serve as a point of contact for general HR and office-related questions.

** Process & Systems Support**

• Help maintain and improve office procedures.
• Assist with tracking operational tasks, deadlines, and follow-ups.
• Support software tools used across the organization (basic user-level work, not IT engineering heroics).

** Qualifications**

• 2+ years experience in office administration or operations support.
• Strong organizational and multitasking skills (you know... the usual circus act).
• Solid communication skills, both written and verbal.
• Comfortable with basic bookkeeping tasks and using tools like QuickBooks, Excel, or equivalent.
• Able to work independently and take initiative without needing hand-holding.

** Personal Traits**

• Calm under pressure.
• Detail-obsessed but still friendly about it.
• Reliable, trustworthy, and able to handle sensitive information.
• A problem solver who doesn’t mind wearing eight different hats in one day.

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person