Office Manager - Lick Honest Ice Creams

Position Summary

The role of the Office Manager is to manage and proactively improve the day-to-day administrative functions and support systems for the business while also managing payroll and providing elements of human resources assistance. This includes overseeing Lick Honest Ice Creams information technology, facilities, administrative responsibilities, employee benefits management, policy review and implementation, and employment and safety law compliance. The Office Manager works closely with Licks fractional HR support resources in managing all human resources and safety needs of the company and acts as the liaison between company leadership, employees, vendors, and customers, exemplifying Licks values in all aspects of work and establishing an environment where the team can thrive. This role reports directly to the CEO.

Duties and Responsibilities

Office

• Retrieve daily and properly sort mail, directing to applicable individuals

• Orchestrate filing & organization system within office and maintain standards

• Answer all incoming phone calls and office emails during daily office hours, handle all issues,

and direct necessary messages to proper individuals

• Maintain phone list for all staff and update monthly, distribute, and post

• Maintain cleanliness and order of office environment with contracted cleaning service

• Ensure adequate stock levels and functionality of office supplies and equipment

• Oversee all aspects of business regulatory requirements such as insurances, permits, taxes

• Manage IT processes and equipment with support from contracted IT service

• Assist with the creation of The Monthly Scoop internal newsletter

Financial

• Support the Chief Financial Officer in progressing the financial processes of the business to

maximize efficiency, effectiveness, and positive impact to all shareholders

• Manage receipt collection, sorting, filing

• Manage all aspects of Accounts Payable functions: receive, organize, pay vendor invoices, and enter them into QuickBooks

• Manage all aspects of Accounts Receivable functions: receive customer payments, process, enter deposits into QuickBooks

• Count and prepare weekly cash deposits from all stores

• Provide support to CFO and accountant to ensure books are closed by the 10th of each month

• Monitor treasury regularly, ensure cash is properly allocated and manage weekly cash worksheet

Process & Systems Management

• Support aspects of our accounting software, payroll software, and inventory software

• Partner cross-functionally with department leadership (Retail, Sales, Operations) to facilitate

decisions necessary for project delivery and prioritization

Office Manager

• Be an expert in Lick Honest Ice Creams systems and propagate knowledge to the rest of the

operational teams by providing guidance and sharing best practices

• Work with department leadership for the delivery of innovative processes and continuous

improvement initiatives

Payroll and Human Resources Duties and Responsibilities

• Processes bi-weekly payroll with strong attention to detail

• Recommend new approaches, policies and procedures to continually improve efficiency

of the department and services performed

• Administers various human resource and safety plans and procedures for team members

• Assists in the development and implementation of people policies & procedures, prepares

and maintains the company handbook with guidance from fractional HR resources, Ronin,

etc.

• Maintains compliance with federal, state, and local employment, benefits laws and

regulations, and safety regulations

• Work with department leadership to ensure employees are aware of hazards of the job and

well-trained on how to work safely

• Identify safety measures and manage appropriate documents per OSHA

• Participates in staff meetings and events

• Manages benefits administration and annual renewals in collaboration with benefits broker

• Coordinates employee relations counseling, coaching, and consultation if needed

• Responsible for all leave administration and ADA requests

• Manages unemployment claim responses and hearings as necessary

• Guides leadership and managers in corrective action process

• Travels to individual business locations to support as needed

Essential Functions

• Handle all phone and e-mail inquiries in a timely and friendly manner

• Able to communicate clearly and professionally with customers and team members (face-to

face, by telephone, or by email)

• Able to read and comprehend written material

• Able to operate personal computer devices

• Able to understand, analyze, and interpret financial information and all required

bookkeeping responsibilities

• Able to work sitting for periods lasting up to, but not limited to, 8 hours of time

• Drive to stores to pick up supplies, to events and other department related functions

• Manage one’s time and the time of others

• Monitor and control resources, including but not limited to organizing and managing all

company files, managing budget, managing office supply inventories, managing QuickBooks.

Requirements

Position Qualifications

• Minimum of three (3) years related experience in office management, bookkeeping, systems Management, payroll, AP/AR, and HR services

• Bachelor’s degree in Business, Accounting or Finance preferred but experience will be considered first

• Bookkeeping expertise and highly attentive to detail

• Proficient in Microsoft Office: Word, Excel, Outlook, Calendars, Teams, SharePoint, and OneDrive

• Experience in QuickBooks required

• Experience in Gusto, Paycom a plus

• Independent project management skills, and relationship management skills

• Ability to work alone and with a team without procrastination

The above statements are intended to be a representative summary of the major duties and

responsibilities performed by incumbents of this job. The incumbents may be requested to perform

job-related tasks other than those stated in this description.

Benefits

Base salary of $55k to $65k per year based on experience and expertise.