Office Manager

Office Manager – Tulsa, OK

System One is partnering with a company in the Tulsa area to recruit an experienced and motivated Office Manager. This is an excellent opportunity for someone who enjoys keeping an office running smoothly, supporting both leadership and staff, and handling a mix of administrative, accounting, and coordination duties.

If you’re organized, dependable, and enjoy variety in your day, this role could be a great fit.

About the Role

The Office Manager will be responsible for day-to-day office operations while providing administrative, accounting, and HR-related support. This position plays a key role in maintaining a positive, efficient, and well-structured office environment. The ideal candidate is detail-oriented, proactive, and comfortable managing multiple responsibilities with professionalism and accuracy.

What You’ll Do

Administrative Support

• Answer and direct incoming phone calls in a professional, courteous manner.
• Manage emails, scheduling, correspondence, and general office communication.
• Oversee office supply inventory and maintain organized workspaces.
• Maintain physical and digital filing systems to ensure accuracy and easy access to information.
• Create and manage project, client, or job files from start to finish.
• Handle customer invoicing, billing updates, and other documentation needs.
• Maintain accurate and updated contact records for clients, vendors, and staff.

Accounting & HR Assistance

• Support basic accounting functions, including accounts payable/receivable and data entry into QuickBooks (training available if needed).
• Assist in gathering payroll information and coordinating with payroll processors.
• Support the hiring process by posting job openings, reviewing resumes, scheduling interviews, and participating in candidate coordination.
• Assist with new hire onboarding, including orientation, paperwork, and record maintenance.
• Maintain confidential employee files and track benefits eligibility and required documents.

Team & Project Coordination

• Assist managers and staff with documentation, reporting, scheduling, and general administrative support.
• Maintain organized records related to vendor agreements, compliance documents, or certificates as needed.
• Provide updates to team members regarding billing, service issues, or customer communications.

Financial Administration

• Enter vendor invoices and match supporting documents.
• Keep AP/AR information accurate and up-to-date.
• Process and deposit customer payments; follow up on overdue accounts when appropriate.
• Reconcile bank statements and help prepare monthly financial reporting.
• Prepare weekly or monthly financial summaries for leadership review.
• Assist with tracking project costs or departmental expenses.

General Office Responsibilities

• Assist leadership with general administrative tasks and special projects.
• Prepare customer and vendor correspondence such as thank you notes or seasonal messages.
• Manage distribution and retrieval of company-issued items (keys, access cards, passwords).
• Organize employee recognition activities such as birthdays, anniversaries, or small events.
• Support planning for company gatherings or celebrations.

What We’re Looking For

Required Qualifications

• 3–5 years of office management or administrative experience.
• Strong proficiency in Microsoft Office (Word, Excel, Outlook).
• Excellent organization and attention to detail.
• Strong written and verbal communication skills.
• Ability to multitask, prioritize, and work independently.
• Dependability, discretion, and comfort handling confidential information.
• High school diploma or equivalent; additional education is a plus.
• Ability to pass a background check and drug test.

Preferred Qualifications

• Experience with QuickBooks or similar accounting software.
• Ability to learn new administrative or business software quickly.
• Notary Public certification or willingness to obtain one.
• Experience supporting social media or basic business communication platforms.