Office Manager - Hicksville, NY

Company Overview · Global AV Group is dedicated to creating extraordinary experiences that ignite the senses. We set the bar for excellence, blending audio, video, lighting, and staging to turn concepts into unforgettable moments. Whether in New York City, Las Vegas, or anywhere ...

Job description

Company Overview

Global AV Group is dedicated to creating extraordinary experiences that ignite the senses. We set the bar for excellence, blending audio, video, lighting, and staging to turn concepts into unforgettable moments. Whether in New York City, Las Vegas, or anywhere in between, our flawless execution ensures every project exceeds expectations.

Position SummaryThe Office Manager is responsible for owning and managing Global AV Group's administrative infrastructure and office operations systems.

This role ensures that documentation, financial process support, vendor records, payroll coordination, and compliance workflows operate efficiently and consistently. The Office Manager serves as the operational lead for administrative functions and partners with the Director, Procurement & Financial Operations to maintain structured financial support processes.

The Office Manager collaborates with Global AV Group's external HR consultant to coordinate onboarding documentation, benefits administration support, and employee record compliance. This role does not set HR policy or financial strategy but is accountable for administrative system integrity and execution.

Essential Duties & Responsibilities

Administration Systems Ownership

• Own and manage the company's administrative infrastructure and office workflow systems
• Establish and maintain organized vendor files, contracts, insurance certificates, and compliance documentation
• Oversee permit tracking, licensing records, and required operational documentation
• Enforce documentation standards across departments
• Identify and implement improvements to administrative processes

Financial Process Management

• Manage billing preparation workflows and invoice documentation coordination
• Oversee AR/AP documentation tracking and structured data entry processes
• Maintain job cost documentation systems and purchasing records integrity
• Coordinate payroll data submission to accounting and ensure completeness
• Enforce PO tracking compliance and purchasing documentation standards

HR Coordination and Compliance Support

• Serve as primary internal liaison to the external HR consultant for onboarding and documentation coordination
• Ensure employee files and compliance documentation are complete and maintained
• Coordinate benefits enrollment documentation and required reporting deadlines
• Support performance review scheduling and documentation tracking

Office Operations Leadership

• Manage office vendors and service providers within approved budget parameters
• Maintain CRM data integrity and internal recordkeeping systems
• Oversee office supply and infrastructure needs
• Provide structured administrative support to Project Managers and leadership
• Support future supervision of administrative staff as the company grows.

Timekeeping and Reporting

• Oversee and coordinate time entry verification for office-based staff to support payroll accuracy
• Ensure time entries are submitted timely and in accordance with company procedures
• Monitor compliance with timekeeping policies and escalate inconsistencies as needed
• Generate administrative and operational reports as requested by leadership
• Maintain structured tracking systems for internal reporting accuracy

Systems and Tools

• Utilize and support modern office and operations platforms, including project and task management tools (e.g., , Asana, Trello, or similar)
• Support internal communication platforms such as Slack to ensure organized workflow coordination
• Maintain familiarity with business phone and VOIP systems
• Manage cloud-based productivity tools (Google Workspace and/or Microsoft 365) for administrative efficiency
• Use spreadsheet tools for structured administrative tracking and reporting
• Demonstrate comfort learning and adopting new systems to improve operational effectiveness

All other duties assigned and consistent with the scope and intent of this role as business needs evolve.

Qualifications

Education and Experience Requirements

• Associate's or Bachelor's degree in Business Administration or related field preferred
• Minimum of three (3) to five (5) years of administrative or office management experience
• Experience managing administrative systems or operational workflows preferred
• Familiarity with QuickBooks Desktop or accounting software is a plus
• Proficiency with Microsoft Office Suite and Google Workspace

Skills and Competencies

• Operational Ownership: Ability to manage and improve structured administrative systems.
• Organization & Process Discipline: Strong attention to detail and ability to enforce documentation standards.
• Communication: Clear and professional communication across departments and with external partners.
• Accountability: Takes ownership of administrative outcomes and deadlines.
• Confidentiality: Maintains discretion when handling employee and financial information.
• Collaboration: Works effectively with leadership, finance, operations, and external HR partners.
• Professional demeanor when interacting with staff, vendors, and clients

Physical and Additional Requirements

• Ability to work in-office daily
• Ability to manage multiple operational priorities in a fast-paced environment
• Ability to lift up to 25 pounds and handle light office materials as needed

Job Type: Full-time

Pay: $ $30.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Education:

• High school or equivalent (Required)

Experience:

• administrative or office management: 3 years (Preferred)

Ability to Commute:

• Hicksville, NY Required)

Work Location: In person