Office Manager

ProspectBlue is seeking a highly organized, detail-oriented Office Manager to oversee daily office operations and provide essential support across administrative, HR, and operational functions. This full-time position plays a pivotal role in ensuring the efficiency and productivity of the office, while also leading key Human Resources responsibilities including onboarding, payroll oversight, and benefits administration.

Key Responsibilities :

Office Management & Administration :

Manage day-to-day office operations, ensuring a well-organized, and professional work environment.

Maintain office supply inventory, vendor relationships, and equipment maintenance.

Coordinate facilities and IT support issues as needed.

Serve as point of contact for internal teams and external vendors.

Organize company meetings, events, and travel arrangements.

Maintain filing systems (physical and digital), ensuring confidentiality and compliance with company policies.

Human Resources Support :

Lead the full onboarding process for all new hires, including offer letter creation, background checks, I-9 verification, and first-day orientation.

Develop and streamline onboarding processes specifically for out-of-state employees, ensuring compliance with all applicable state and federal regulations.

Manage and administer employee benefits programs including open enrollment, benefits education, and liaison with benefits providers.

Oversee and review bi-weekly or monthly payroll processing in coordination with HR / payroll providers, ensuring accuracy and timeliness.

Maintain HR records and ensure compliance with employment laws and internal policies.

Support recruitment efforts including posting job ads, scheduling interviews, and conducting reference checks.

Address general employee inquiries and provide guidance on company policies and procedures.

Process Improvement & Compliance :

Continuously evaluate administrative and HR processes for efficiency improvements.

Maintain knowledge of current HR best practices, laws, and regulations to ensure company compliance.

Develop and update office and HR policies and procedures documentation as needed.

Qualifications :

Proven experience (3+ years) as an Office Manager, HR Coordinator, or similar role.

Strong understanding of HR principles, payroll processes, and employment law (multi-state knowledge a plus).

Experience managing onboarding and benefits administration, especially for remote or out-of-state employees.

Proficient in MS Office Suite, Google Workspace, and HRIS / payroll software (e.g., ADP, Paychex, Gusto).

Excellent interpersonal, organizational, and communication skills.

Ability to multitask, prioritize, and maintain confidentiality.

High attention to detail and problem-solving skills.

Preferred Qualifications :

HR certification (e.g., SHRM-CP, PHR) a plus.

Experience in a fast-paced or startup environment.

Familiarity with remote team operations.