Office Operations and People Manager

Job description:

POSITION DESCRIPTION & EXPECTATIONS

1. Job Title & Position Information

Job Title: Office Operations & People Manager
Reports To: Management Team

Employment Type: Regular
Schedule: Monday–Friday, 8:00 a.m.–6:00 p.m., with flexibility as required (lead by example; arrive early)
Compensation: $85,000 – $110,000 + profit sharing (KPI‐based)

2. Position Summary

The Office Operations & People Manager oversees all internal office operations, people development, HR support, recruiting, scheduling, and training across departments. This role leads the implementation, optimization, and daily use of the Odoo ERP system and ensures operational excellence throughout the office environment. Working closely with the Operations Manager (external/field operations), this position owns everything inside the office, ensuring discipline, alignment, punctuality, and execution. The ideal candidate is highly organized, people‐focused, process‐driven, and capable of leading teams with professionalism, clarity, and accountability while strengthening systems, workflows, and internal coordination.

2.1 Benefits

Paid Time Off (PTO)

PTO is accrued every pay period and increases with your tenure at the company.

Salaried Employees:

• 90 days – 1 year: 10 paid days (2 weeks) + 5 additional unpaid days
• 1 – 5 years: 15 paid days (3 weeks) + 5 additional unpaid days
• 6 – 10 years: 20 paid days (4 weeks) + 5 additional unpaid days
• 11+ years: 25 paid days (5 weeks) + 5 additional unpaid days

Hourly Employees:

• 90 days – 1 year: 5 paid days (1 week) + 5 additional unpaid days
• 1 – 10 years: 10 paid days (2 weeks) + 5 additional unpaid days
• 10+ years: 15 paid days (3 weeks) + 5 additional unpaid days

Paid Holidays

Employees receive 7 full paid holidays each year:

• New Year’s Day
• Memorial Day
• Independence Day
• Labor Day
• Thanksgiving Day
• Christmas Day
• Good Friday

Additional Half‐Day Holidays (Salaried Employees Only):

• Christmas Eve (half day)
• New Year’s Eve (half day)

401(k) Retirement Plan

• 3.5% employer match on employee contributions.

Profit Sharing (Salaried Employees)

• Annual profit‐sharing potential based on company performance and key metrics (KPI).

Health Insurance Benefits

• Health, Dental, and Vision plans available to all eligible employees.

3. Core Responsibilities

3.1 People Leadership & Culture

• Lead, mentor, develop, and support staff across all office‐based departments.
• Set the standard for punctuality, professionalism, consistency, and work ethic.
• Promote and reinforce ACG values: honesty, trustworthiness, loyalty.
• Support employee relations with fairness, confidentiality, and professionalism.

3.2 Recruiting, Onboarding & Talent Development

• Lead full‐cycle recruiting including screening, interviewing, and hiring.
• Build structured onboarding programs and comprehensive training plans.
• Create and maintain SOPs, checklists, training materials, and role‐based matrices.
• Develop performance‐tracking systems and ensure employees complete required training.

3.3 HR & Personnel Support

• Support HR functions including documentation, compliance awareness, personnel file accuracy, and policy alignment.
• Maintain consistent communication with leadership regarding HR‐related tasks and employee needs.
• Support consistent accountability, performance feedback, and internal development programs.

3.4 Scheduling, Coordination & Office Operations

• Oversee office schedules, departmental coordination, and workload planning.
• Ensure the office, systems, documentation, and people are fully operational each day.
• Support execution of assignments, follow‐through, and timely task completion.
• Drive accountability for deadlines, operational readiness, and internal coordination.

3.5 ERP & Systems Implementation (Odoo + Microsoft 365)

• Lead Odoo ERP implementation, optimization, workflows, and daily usage.
• Build internal processes using Microsoft 365, Teams, SharePoint, Power Automate, and digital tools.
• Maintain dashboards, reports, trackers, and project controls in Excel and Odoo.
• Train staff on system workflows and ensure compliance with documentation standards.

3.6 Project Coordination & KPI Management

• Coordinate short‐term and large‐scale internal projects.
• Track progress, deadlines, resource allocation, and KPI performance.
• Identify bottlenecks, propose solutions, and implement improvements.
• Support leadership in executing company initiatives and strategic improvements.

4. Short‐Term Expectations (First 30 Days)

• Learn all internal systems including Odoo workflows, Microsoft 365 tools, and ACG office operations.
• Establish strong daily presence, punctuality, and leadership discipline.
• Begin managing office schedules, coordination, and employee support tasks.
• Assess existing workflows and identify improvement opportunities.
• Demonstrate clear communication, follow‐up discipline, and accountability.
• Build initial dashboards, tracking tools, or reports needed for internal operations.

5. Long‐Term Plan & Growth Objectives

• Fully own and manage internal office operations with minimal oversight.
• Improve departmental coordination, efficiency, and accountability systems.
• Develop robust recruiting, onboarding, and training programs.
• Strengthen Odoo workflows and increase team adoption and compliance.
• Implement scalable systems that support company growth and operational stability.
• Serve as a leadership‐level support partner across internal teams, people development, and process optimization.

6. Weekly & Monthly Deliverables Plan

6.1 Daily & Weekly Deliverables (Ongoing)

• Daily: Ensure the office, systems, schedules, and personnel are operationally ready.
• Daily: Monitor follow‐through of assignments and provide support where needed.
• Daily: Communicate updates, blockers, and coordination needs across departments.
• Weekly: Submit operational summary including KPIs, workflow updates, priorities, and progress.
• Weekly: Confirm next‐week departmental schedules, deliverables, and resource needs.
• Weekly: Update recruiting progress, onboarding status, and training compliance.

6.2 Monthly Deliverables & Review

• Monthly review of KPI performance, recruiting metrics, and departmental readiness.
• Monthly Odoo system audit and review of process adherence.
• Monthly training matrix updates, personnel development tracking, and onboarding improvements.
• Monthly proposal of at least one measurable improvement to processes, workflows, or internal systems.

7. Work Expectations & Availability

• Must lead by example—punctuality, reliability, discipline, and professionalism are mandatory.
• Must ask clarifying questions immediately when instructions or requirements are unclear.
• Expected to maintain consistent leadership presence on‐site in El Paso, TX.
• Additional hours may be required for recruiting events, system rollouts, or operational deadlines.
• Must maintain confidentiality and support internal culture with fairness and consistency.

8. Qualifications

• 5+ years managing people in a structured environment.
• Proven experience implementing or optimizing Odoo ERP or similar systems.
• Strong Microsoft 365 skills, including advanced Excel (pivot tables, lookups, data cleaning, reporting).
• Highly organized, task‐oriented, and process‐driven with strong follow‐through.
• Excellent communication, leadership, and relationship‐building skills.
• Ability to work independently and lead by example.
• Strong operational discipline, accountability, and professionalism.

9. Core Values

Accountability – takes ownership of deliverables and communicates truthfully.

Character – professional conduct and reliability.

Integrity – honest reporting and ethical behavior.

Safety – follows all safety requirements.

Teamwork – collaborates and supports the estimating team.

Trustworthy – consistent follow‐through and transparent communication.

10. Work Environment

On‐site role supporting office‐based teams, systems, and internal operations.
Collaborative, fast‐paced environment requiring punctuality, consistency, and disciplined execution.

11. Performance Review & Continuation of Engagement

This consulting engagement is performance‐based. Continuation of work, expansion of responsibilities, compensation changes, and any future discretionary immigration support (including work visa sponsorship) are contingent upon sustained performance, measurable deliverables, and business needs. The consultant will be evaluated bi‐weekly based on the daily/weekly deliverables and KPI expectations described above.

Sincerely,

Mark Dittmar, Vice-President

Access Communications Group, LLC

2017 Texas Ave. El Paso, TX 79901

(915) 845-0007 – www.acglp.com

CONSULTING OFFER ADDENDUM NOTICE

This document serves as both a Job Description and a Consulting Offer Addendum. Compensation, continuation of engagement, future adjustments, and any discretionary immigration support (including work visa sponsorship) are contingent upon bi‐weekly performance evaluations, demonstrated results, communication effectiveness, and compliance with all daily and weekly deliverables.