Office Manager

Overview

Andean Systems is looking for an Office Manager to serve as the operational backbone of the company. This high‑trust, high‑ownership role is designed to relieve the executive team of day‑to‑day operational load. The ideal candidate is organized, proactive, comfortable working across finance, legal, HR, and client‑facing contexts, and thrives in a fast‑moving environment where no two days look the same.

• Draft, fill in, track, and manage contracts with vendors, clients, and employees
• Maintain a contract repository and monitor renewal dates and key milestones
• Coordinate government registrations, business licenses, permits, and regulatory filings
• Support insurance renewals and compliance documentation

• Manage employee expense tracking and reimbursement workflows
• Coordinate with the bookkeeper and CPA for monthly close, tax preparation, and bookkeeping
• Handle vendor invoices: routing, approval, and payment coordination
• Support basic financial record‑keeping and document organization for audits or reporting

• Own the end‑to‑end onboarding process for new hires: paperwork, systems access, orientation, and first‑week logistics
• Maintain employee records, PTO tracking, and HR policy documentation
• Support recruiting coordination: scheduling interviews, managing candidate communications, and liaising with hiring managers
• Assist with offboarding processes as needed

• Oversee day‑to‑day office facilities: refrigerator stocking, supplies, materials, and general upkeep
• Manage relationships with facilities vendors and service providers
• Coordinate equipment procurement, asset tracking, and maintenance schedules
• Ensure the workspace remains organized, functional, and ready for team and client use

• Manage calendars and scheduling for the executive team, including internal meetings and external appointments
• Coordinate travel arrangements (flights, accommodations, ground transport) for executives
• Prepare agendas, take meeting notes, and track action items from executive meetings
• Serve as a communication buffer and triage point for inbound executive requests

• Maintain and improve internal organization systems, including project boards and Notion pages
• Manage software subscriptions, licenses, and vendor accounts across the organization
• Build and document repeatable processes and SOPs as the company scales
• Ensure data hygiene and consistent use of internal tools across the team

• Conduct research to support new business initiatives, market opportunities, and strategic decisions
• Synthesize findings into clear briefs, memos, or presentations for executive review
• Track and coordinate cross‑functional project timelines, flagging risks and dependencies
• Support proposal development and pitch preparation for new projects

• Handle inbound and outbound client communications on behalf of the executive team
• Coordinate client onboarding logistics, follow‑ups, and ongoing account touches
• Maintain CRM records and ensure client information is current and complete
• Support the preparation of client‑facing materials, reports, and deliverables

• 1+ year of experience in an operations, executive assistant, chief of staff, or office management role
• Demonstrated ability to manage multiple work streams simultaneously with a high degree of accuracy and ownership
• Strong written and verbal communication skills; comfortable representing the company externally
• Experience coordinating with external professionals (accountants, attorneys, vendors)
• Proficiency with productivity and project management tools (e.g., , Notion, Google Workspace, or equivalent)
• Comfort with basic financial workflows: invoices, expense tracking, and coordinating with bookkeepers

• Experience in a startup, professional services, or technology environment
• Familiarity with contract lifecycle management and basic legal/compliance processes
• Experience with CRM systems and managing client relationships
• Background in HR administration or people operations
• Notary Public certification or willingness to obtain

• Part‑time, hourly position with a flexible hybrid schedule: 1 day on‑site, 1+ days remote per week
• A high‑ownership role with direct exposure to company leadership and strategic decisions
• Competitive hourly rate commensurate with experience
• Opportunity to build and shape operations from the ground up
• Collaborative, entrepreneurial work environment

Andean Systems, Inc. is an equal opportunity employer.