Office Manager (Arlington Heights, IL)

Office Manager

Full-time, W2

On-site

Arlington Heights, IL

We are seeking a highly skilled and detail-oriented Office Manager to oversee and coordinate the administrative operations that keep our business running at its highest level of performance.

This role requires exceptional organizational ability, precision, and follow-through.

The right candidate approaches work with a systems mindset, ensuring that every process runs smoothly and every department has the resources and support it needs.

The Office Manager will work closely with leadership and all departments—operations, sales, marketing, finance, and HR—serving as the central administrative resource for the organization. This position is responsible for maintaining structure, supporting compliance, and ensuring operational consistency across the business.

This is a high-responsibility role for a professional who is comfortable managing multiple priorities, maintaining strict attention to detail, and proactively solving problems before they impact workflow.

Key Responsibilities

Office & Administrative Management

• Oversee daily office operations, including supplies, vendor management, and facility coordination
• Manage incoming and outgoing mail; deposit paper checks and handle other routine administrative tasks
• Maintain company calendars, coordinate meetings, and support event planning
• Develop, document, and refine administrative systems and workflows for efficiency

Human Resources Administration

• Coordinate employee onboarding and offboarding, ensuring timely setup of accounts, tools, and documentation
• Manage employee time clock systems and maintain accurate personnel files
• Administer company insurance programs, including health, workers’ compensation, and general business coverage

Compliance & Documentation

• Maintain and track insurance certificates from customers and vendors
• Organize and keep current tax-exempt certificates and resale certificates
• Ensure all compliance-related documentation is complete, accurate, and accessible

Technology & Systems Oversight

• Manage company software subscriptions and system access permissions
• Coordinate with IT vendors for hardware, software, and network support
• Maintain accurate records of technology assets and access levels

Sales, Marketing, and Customer Support

• Support sales and marketing teams with administrative tasks, reporting, and document preparation
• Assist with onboarding new customers, ensuring all required documentation and processes are complete

Finance & Accounting Support

• Process and deposit incoming checks
• Organize incoming financial correspondence
• Support finance staff with document retrieval, filing, and vendor communications

EOS (Entrepreneurial Operating System) Support

• Provide administrative support for leadership and departmental meetings, including preparation, note-taking, and tracking of action items
• Maintain EOS Scorecards, Rocks, and to-do lists to ensure accountability and timely completion
• Support cross-departmental communication and alignment

Qualifications

• Minimum 3 years of experience in office management, operations administration, or a related role
• Strong organizational and time management skills, with the ability to manage multiple priorities simultaneously
• Proficiency in Google Workspace, Microsoft Office, and cloud-based business applications
• Demonstrated ability to build and maintain efficient administrative systems
• Experience managing HR administrative processes, insurance policies, and compliance documentation
• Familiarity with EOS or similar business operating systems is preferred
• Discretion in handling sensitive and confidential information

Benefits:

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