office manager

You may notice we also have a higher-level job posting named “Operations Manager.” There’s some overlap between these positions; we’re not looking to fill both of them right now. Rather, we’re looking for the most talented person we can find, at whichever level. Our administrative team can adjust the distribution of our duties, depending on what skills the most excellent applicant brings to the table, to make sure all tasks are covered.

Location

This is a full-time job based in our beautiful new downtown Oakland, California office.

Company

Beezwax Datatools, Inc. is a custom software design agency with a beautiful new office in downtown Oakland, CA. We have 45 developers and staff — a mixture of full-time and part-time, local and remote. For more than 15 years we have designed custom web, database and desktop applications for organizations of all sizes, working in dialog with over 400 clients to create powerful, elegant solutions using various technologies.

Position

We are seeking a hard-working, highly organized manager who is familiar with the dynamics within a small software customization firm. You should be comfortable working with FileMaker Pro and Excel. Familiarity with QuickBooks is a plus.

IMPORTANT: You should be tech-savvy and have significant recent experience working for at least one tech firm.

The position reports directly to the President. Note that, although this is a support role, you must be a self-starter, able to juggle multiple projects, manage rapidly shifting priorities, and produce tangible results without hand-holding from superiors.

The position requires someone with impeccable attention to detail, who can see the big picture as well as the tiny specifics. The person we are seeking possesses a balance of of Right-Brained and Left-Brained qualities, and identifies as such.

Note that the duties listed below do not fill the plate of a full-time position. The person working in this role is expected, over time, to ‘graduate’ into one of the following roles:

  • Operations Manager – relieving the President of significant duties related to running the company, including hiring and firing, approving payroll, etc.
  • half-time Sales / Account Manager
  • half-time Manager of various Sub-Departments of our company, spearheading the development of secondary divisions of the company

Many of our developers work remotely, so we’re looking for someone with experience working with a partly distributed workforce.

Working for Beezwax is fun, creative, and challenging. We are looking for someone exceptional, who will become an integral part of the team.

Duties

OFFICE

  • Organize and maintain the office
  • Manage office space setup and efficiency
  • Answer phones / reception (minimal; average 10 calls, 1 visitor per day)
  • Phones: recordings, extensions, web portal changes, etc.
  • Set up / maintain forms for office use
  • Order office supplies as needed
  • Help ensure office equipment is in working order
  • Experience maintaining a small salt-water fish aquarium a plus

ADMINISTRATIVE SUPPORT

  • Support the President and other Executives as needed
  • Manage company calendar: meetings, vacations, birthdays, etc.
  • Coordinate office meetings, events, and parties
  • Filing, including organizing and archiving (both paper and digital files)
  • Implement and document core administrative business procedures
  • Review and manage business insurance
  • Provide certificate of insurance for client projects when needed
  • Update & maintain organizational memberships
  • Assist with logistics around major events and trade shows
  • Do other administrative tasks as needed

HUMAN RESOURCES

  • Employee and Subcontractor setup, contracts and orientation
  • Benefits administration
  • Yearly 1099 processing
  • Review and manage Workers’ Comp insurance and audits
  • Manage staff handbook and policies
  • EDD compliance
  • Manage interview process
  • Manage background checks
  • Manage administrative aspects of recruitment process
  • Set up and orient new hires

Compensation

$20-$28 per hour to start, DOE (after brief training period at a lower rate). Increased salary to be expected over the long term.

We also offer an employee benefits package.

To apply

If you are interested, please email jobs@beezwax.net as follows:

  • Put “Office Manager” in Subject line.
  • Attach your resume (text or PDF only, not to exceed 1MB).
  • In your cover letter, answer the following questions (please be brief):
    • What interests you most about the prospect of working with Beezwax?
    • What’s your availability? How many hours per week, starting when?
    • What hourly rate are you seeking?
    • Describe your experience in doing administrative work.
    • Are you comfortable doing both mundane tasks (cleaning up work items for invoices, answering the phone, paperwork, etc.) and management?
    • Describe how you have streamlined administrative processes and procedures in the past.
    • Describe your organizational skills, including what system(s) you use for calendaring and task management.
    • What are your long-term career goals?

We look forward to hearing from you!

No calls or recruiters please.