Paychex · 7 hours ago
Office Manager
San Jose, CA
Full-time
Hybrid
Mid Level
$80K/yr - $95K/yr
3+ years expPaychex is seeking a strong Office Manager with Human Resource knowledge for a key location. The Office Manager will ensure efficient administrative activities and provide comprehensive support in day-to-day operations, including managing employee records and vendor relationships.
AccountingBookkeeping and PayrollFinancial ServicesHuman ResourcesSoftware
Responsibilities
Assist the President and senior executives with daily administrative tasks such as scheduling meetings, managing calendars, and organizing communications
Prepare and format reports, presentations, and documents for executive meetings, ensuring all information is accurate and timely
Handle incoming and outgoing communications, including phone calls, emails, and postal mail. Ensure prompt and accurate dissemination of information across teams and stakeholders
Schedule and coordinate meetings, both internal and external, ensuring all logistics are covered (location, time, attendees, materials)
Prepare meeting agendas, take meeting minutes, and track action items to ensure timely follow-ups and completion of tasks
Maintain an adequate inventory of office supplies, equipment, furniture and IT assets. Ensure the office environment remains clean, organized, and conducive to productivity
Act as primary point of contact for office vendors and service providers (facilities, cleaning, IT support, utilities, phone, internet, office suppliers)
Manage vendor relationships, monitor service quality, resolve issues, and support cost control and vendor selection where appropriate
Coordinate office moves, workspace changes, and physical office setup as the team grows
Prepare, review, and submit executive travel and business as well as office-related expense reports in accordance with company policies
Collect, organize, and process invoices from utilities, IT providers, office vendors, and other service providers
Track office and operational expenses, reconcile charges, and flag discrepancies
Coordinate with internal accounting teams and external service providers to ensure invoices are properly coded, approved, and paid on schedule
Prepare periodic summaries of office and administrative costs for review by the President
Work closely with the accounting and external payroll service to collect, verify, and submit employee timesheets and other payroll inputs, ensuring accuracy and confidentiality
Maintain and track employee vacation, sick leave, and other paid time off (PTO) records. Communicate balances and approvals to employees and management
Maintain accurate, up-to-date and confidential personnel files, including employment contracts, onboarding documents, and compliance records
Assist with staff onboarding and offboarding, including preparing welcome materials, coordinating IT access and equipment, setting up workstations, and retrieving of company property upon exit
Help implement, document and communicate HR policies, procedures, and benefits programs
Serve as trusted point of contact for employee HR-related questions and day-to-day administrative support
Support enrollment, changes and ongoing administration of employee benefits (health, dental, retirement, etc.) in coordination with external providers
Maintain and continuously improve the employee handbook and internal HR documentation
Support management in establishing employee Key Performance Indicators (KPIs), tracking performance, and coordinating periodic performance review processes to ensure alignment of staff with company goals and development plans
Organize travel logistics for executives and staff, including flights, accommodation, car rentals, and transportation
Prepare travel itineraries and provide necessary travel information
Plan and coordinate internal meetings, trainings, conferences, and employee events, including venues, catering, materials, and logistics
Develop and maintain organized digital and physical filing systems for vendor, supplier, service provider, HR and corporate documents
Track key contract dates, renewals, amendments, and ensure proper execution and storage
Support compliance with company policies, federal, state and local employment regulations, and internal governance requirements
Assist with administration of corporate insurance policies (e.g., workers’ compensation, general liability, D&O) in coordination with brokers and management
Uphold strict confidentiality of company, employee, and executive information always
Qualification
Required
Bachelor's Degree in Business Administration, Human Resources, or related field preferred
3+ years of experience in Office Management, Operations and/or HR administration, ideally in a small and growing organization
Strong proficiency in MS Office as well as accounting (e.g. NetSuite), billing (e.g. Bill.com) and expense management (e.g. Expensify.com)
Motivated, detail-oriented, organized, and able to follow through independently
Excellent communication and ability to interact professionally with executives, employees, and external partners
Ability to operate with discretion, judgment, and a high degree of confidentiality
Preferred
Thai language knowledge is a plus
Local candidates preferred; Reliably commute or planning to relocate to San Jose, CA, no relocation support provided
Benefits
Health, dental, retirement, etc.
Company
Paychex
Paychex is a human capital management company that delivers advisory solutions in human resources, employee benefit solutions, and payroll.
10001+ employees
H1B Sponsorship
Paychex has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (45)
2024 (33)
2023 (32)
2022 (43)
2021 (26)
Funding
Current Stage
Public CompanyTotal Funding
$4.2B2025-04-08Post Ipo Debt· $4.2B
1983-08-29IPO
Leadership Team
John Gibson
President and Chief Executive Officer
Robert L. Schrader
Senior Vice President and Chief Financial Officer
Recent News
2026-01-20
Rochester Business Journal
2026-01-20
Small Business Trends
2026-01-16
Company data provided by crunchbase