Office Supervisor
My Next Career Path Staffing – With over 20 years’ experience in Technology Staffing, MNCP Staffing matches candidates to the culture of an organization as well as required skill sets.
Reports to: [Operations Director]
Location: [Oakland, CA |
Type: Full-Time
What You'll Actually Be Dealing With
We want to be upfront: this isn't a "keep the trains running" office manager role. Current challenges include staff who don't consistently follow written procedures or use the tools already provided to them, tasks that require repeated follow-up before completion, and a pattern of staff misrepresenting status of work until discrepancies surface. We need someone who can identify these patterns quickly, address them directly and fairly, and put structure in place that prevents them going forward.
Key Responsibilities
- Enforce adherence to our existing procedures manual and standard operating processes; identify where staff are deviating and correct it
- Implement and maintain a task-tracking system so open items, deadlines, and follow-ups are documented and visible — not tracked from memory
- Conduct regular check-ins and follow-up on outstanding tasks, escalating and documenting patterns of non-completion
- Address performance and integrity issues directly, including documenting instances of inaccurate reporting or misrepresentation of task status, and escalating per company policy when needed
- Train new and existing staff on procedures, tools, and expectations; reinforce training in the moment rather than letting gaps persist
- Own day-to-day office operations: scheduling, vendor/client coordination, supply and equipment management, and general administrative support
- Serve as a point of accountability between staff and ownership/management — flagging recurring issues before they become bigger problems
- Identify and recommend process improvements, including opportunities to reduce repetitive manual work
Required Skills & Experience
- 2+ years in an office management, supervisory, or team lead role, ideally in a compliance-sensitive, high-accuracy, or client-facing environment (background screening, staffing, healthcare admin, legal, financial services, etc.)
- Demonstrated experience holding team members accountable to written procedures — not just creating procedures, but enforcing them consistently
- Strong documentation habits: comfortable creating and maintaining task logs, checklists, or tracking systems, and expects the same of others
- Direct, clear communicator who can have honest performance conversations without avoiding conflict
- Sound judgment in recognizing patterns (repeated errors, inconsistent explanations, avoidance) and addressing them proactively rather than reactively
- Comfortable with basic HR fundamentals — progressive discipline documentation, performance conversations, escalation processes (formal HR background not required, but comfort operating in this space is)
- Proficient with standard office/productivity tools (Microsoft Office or Google Workspace, scheduling tools, basic CRM or case management systems)
- High attention to detail and comfort working in a regulated or accuracy-critical environment
Nice to Have (Not Required, But a Strong Plus)
- Comfort using AI tools (e.g., ChatGPT, Claude) to streamline everyday work — drafting communications, summarizing notes, building checklists or SOPs, organizing task lists
- Experience with, or genuine openness to, building or assisting in the creation of simple AI-driven workflows or agents that reduce repetitive manual tasks for the team
- We're not looking for a technical background here — just curiosity, willingness to learn, and an interest in using AI to make the office run more efficiently
What Success Looks Like in the First 90 Days
- A working task-tracking system is in place and staff are actively using it
- Fewer repeated reminders needed for the same recurring tasks
- Documented, direct conversations have occurred with any team members whose performance or reporting accuracy is a concern
- Procedures manual is being consistently followed, with clear documentation where it isn't
- Ownership/management has visibility into open items without having to chase status updates
Qualifications
- Bachelor's degree preferred
- Prior experience in background screening, drug testing, staffing, or a similarly regulated administrative environment is a plus but not required.
- Must be comfortable with direct oversight of staff performance and occasional difficult conversations
Pay: $70,000.00 per year
Experience:
- office management and supervisory: 2 years (Required)
Ability to Commute:
- Oakland, CA 94621 (Required)
Work Location: In person
