Office Manager

Description

Aruza is a people-focused organization dedicated to providing exceptional pest control services while fostering personal and professional growth for our team members. We are a dynamic and fast-growing organization at the forefront of transformational change. We are committed to process improvement, innovation, and building a talented team to drive our mission forward.

The Office Manager serves as the operational backbone of Aruza's Branch Support Center, supporting the executive leadership team while overseeing administrative operations, regulatory compliance, business licensing, facilities coordination, and executive support. This role is responsible for ensuring critical business processes are completed accurately and on time while proactively managing the day-to-day administrative needs of a fast-growing organization. The position partners closely with the CEO, CFO, COO, VP of HR, Operations, and Accounting to keep the organization running efficiently.

This is an ideal opportunity for a detail-oriented, process-driven professional who thrives in a dynamic environment and enjoys supporting multiple areas of the business. The Office Manager serves as a trusted administrative partner across the organization, balancing regulatory compliance with office management responsibilities that enable employees and leadership to operate efficiently. Comprehensive on-the-job training will be provided, along with the tools, resources, and support needed to succeed from day one. A strong work ethic, exceptional organizational skills, sound judgment, and the ability to work independently matter more than direct industry experience. Industry-specific training will be provided.

Primary Responsibilities

Executive & Administrative Support

• Manage executive calendars and meeting logistics.
• Coordinate leadership meetings, agendas, travel, and itineraries.
• Prepare meeting materials and assist with follow-up action items.
• Coordinate company meetings, leadership events, and employee recognition programs.
• Provide administrative support to the CFO, COO, CEO and VP of HR.
• Support special projects and cross-functional initiatives.
• Own recurring executive administrative processes and ensure critical deadlines, meetings, renewals, reporting requirements, and follow-up items are completed on schedule.

Office Operations & Facilities

• Order, stock, and maintain office supplies.
• Manage outgoing mail, shipping, postage, and office correspondence.
• Coordinate office maintenance, building repairs, HVAC service schedules, and other facility-related vendors.
• Maintain highway toll accounts and other administrative vendor accounts.
• Coordinate conference rooms, meeting logistics, and office events, including company meetings, Core Values breakfasts, and leadership gatherings.
• Schedule and coordinate the maintenance team and assist with company calendars when needed.
• Maintain office procedures and administrative SOPs.

Compliance & Business Administration

• Own technician licensing and renewals across 4 states.
• Maintain business licenses across all operating states.
• Maintain OSHA and regulatory documentation.
• Track insurance certificates.
• Monitor recurring compliance deadlines.
• Maintain audit-ready documentation.
• Coordinate with state agencies.
• Recommend process improvements that reduce compliance risk. 

Accounting & Department Support

• Coordinate invoice routing and approval workflow.
• Partner with Accounting to ensure timely processing of vendor invoices.
• Assist with vendor setup documentation.
• Track recurring contracts and subscriptions.
• Assist Finance with administrative projects and reporting.
• Provide departmental support across Accounting, HR, and Operations as workload requires.

Requirements

• 2+ years of administrative, office management, operations support, compliance, or related experience.
• Exceptional organizational and time management skills with the ability to manage multiple competing priorities.
• Strong written and verbal communication skills.
• Demonstrated ability to work independently, make decisions, and take ownership with minimal supervision.
• High attention to detail and strong follow-through.
• Comfortable working in a fast-paced environment with a strong sense of urgency.
• Proficient in Microsoft Office (Excel, Word, Outlook) and Google Workspace.
• Strong technology skills and the ability to quickly learn new software platforms.
• Demonstrated ability to manage confidential information while supporting executive leadership.

Preferred Qualifications

• Previous Office Manager, Administrative Manager, Operations Coordinator, or Senior Administrative Assistant experience.
• Experience supporting a mid-sized office or multi-department organization.
• Experience working in a multi-state business or regulated industry.
• Familiarity with Paylocity or similar HRIS platforms.
• Experience coordinating facilities, vendors, business licensing, or compliance activities.
• Notary Public certification (or willingness to obtain).
• Experience working in a field service or service-based organization.

Aruza Pest Control is an equal opportunity employer and administers all personnel practices without regard to race, color, religious creed, sex, gender, age, ancestry, national origin, mental or physical disability or medical condition, sexual orientation, gender identity or expression, marital status, military or veteran status, genetic information, or any other category protected under federal, state, or local law.