Proof Bread is a renowned artisanal bakery dedicated to crafting the finest handcrafted bread and pastries. With a commitment to quality and innovation, we strive to deliver exceptional products to our customers while fostering a culture of creativity and excellence. We are currently seeking a dedicated Office Administrator to join our team and play a pivotal role in supporting ownership, operations, and facilitating seamless communication across various departments. This position reports directly to ownership.  

The Office Administrator is a strong task manager who helps maintain a productive and organized workplace, supporting various aspects of daily operations within the organization. As an Office Administrator at Proof Bread, you will be responsible for managing and optimizing daily business activities, ensuring efficient workflow, organizing financial matters, and promoting effective collaboration among team members. Reporting directly to ownership, your responsibilities will encompass a wide range of duties, including office administration, basic accounting, internal and external communication, HR, payroll and benefits administration, cash and project management.  

Key Responsibilities, include but are not limited to:

Financial Administration & Accounting:  

• Work with external bookkeepers, CPA, and payroll companies to ensure accurate QBO financial statement maintenance.  
• Assist with basic accounting tasks, such as invoicing, expense classification, tracking and reporting.
• Oversee cash management and banking activities, including Square reporting, audits, and reimbursements.
• Coordinate with ownership and department heads on budget-related matters.
• Manage and track accounts receivable and accounts payable accordingly.

Administrative Support:

• Handle phone calls, e-mails, mail, and other communications for Proof office.  
• Provide excellent customer service when interacting with visitors or callers.  
• Maintain and update company records, databases, and filing systems.
• Prepare and distribute internal and external communications as necessary on behalf of Proof office.  
• Keep departments organized and on track in Asana based on company priorities and initiatives.  
• Manage schedules, appointments, and calendars for ownership.  
• Assist in scheduling meetings, travel, conferences, and appointments for the leadership team.  
• Draft and edit business documents, reports, and presentations for ownership.

Payroll & HR:

• Collaborate with department heads to identify staffing needs and requirements.
• Manage the hiring process by assisting department heads with job descriptions and posting job openings on HomeBase.
• Support employee onboarding, verification, and orientation process for new hires.
• Manage sensitive personnel records and HR-related documentation (such as disciplinary records or 1:1 notes) accordingly.
• Develop systems, policies, and procedures related to onboarding, termination, reviews, and HR.
• Oversee tip share and payroll administration, ensuring accurate and timely processing.
• Collaborate with department heads and third-party payroll agency to resolve payroll-related issues.
• Coordinate with third-party agency (BBSI) to administer benefits, encourage enrollment, and resolve issues regarding payroll or benefits.

Qualifications:

• Bachelor's degree in Business Administration, Management, or a related field (preferred).
• Proven experience as an Office Manager, Executive Assistant, or a similar administrative role.
• Excellent customer service, administrative, time management and organizational skills
• Proficiency with basic accounting and financial tools and functions.  
• Demonstrable competency in Microsoft Office and other technology.  
• Ability to work independently and in a team.

A successful candidate will:

• Willingly accept challenges and be a positive and confident problem-solver.
• Display superb customer service skills while also shielding ownership from involvement in unnecessary day-to-day activities.  
• Communicate politely and effectively in a timely manner.  
• Possess a genuine curiosity about, an ability to understand, and properly use our tools of business for maximum workflow efficiency.
• Embody the Proof Bread brand and represent Proof Bread professionally.

KPIs:  

• Timely and error-free weekly payroll processing and reporting
• Delivery of accurate financial statements by established deadlines
• Organization and ease of navigation for internal records
• Communication responsiveness within established benchmarks
• Timely posting of job details within established framework  
• Professionalism and ethics when representing Proof Bread