Office Manager

Exactera has offices in New York City, Tarrytown NY, San Diego, CA, London, and Argentina. 

About Us

Exactera is an AI-first tax technology company transforming how businesses manage corporate tax compliance. We deliver innovative solutions for transfer pricing, indirect tax, and Incentive tax credits; combining cutting-edge AI with deep tax expertise to help finance professionals work smarter, mitigate risk, and turn compliance into strategic insight. Headquartered in Tarrytown, New York, with offices in San Diego and London, and backed by leading investors including Insight Partners and Savant Growth, Exactera serves hundreds of customers worldwide, including some of the world's most recognized brands. We're building the future of finance services by seamlessly fusing technology and human expertise to solve the most complex challenges across the finance function.

About the Role

We're looking for a sharp, resourceful, and proactive Office Manager to keep our San Diego office (approximately 10 seats) running smoothly. This is a hands-on role ideal for someone who thrives in a dynamic, small-office setting and enjoys wearing multiple hats. You'll serve as the operational backbone of the office while supporting broader corporate administrative needs. No two days will look the same, and that's what makes this role exciting.

Responsibilities

Office Operations

• Oversee administrative activities, ensuring a well-organized, efficient, and welcoming work environment
• Manage office supplies, equipment, and inventory; coordinate with vendors for maintenance and services
• Provide administrative support to business leaders across the organization as needed
• Answer and manage the company's main phone line, directing inquiries appropriately
• Coordinate logistics for internal team meetings, including scheduling, materials, and catering as needed
• Serve as the primary point of contact for facilities and local service providers

Travel & Expense Management

• Coordinate domestic and international travel arrangements for team members, including flights, hotels, and ground transportation
• Process and reconcile employee expense reports in a timely and accurate manner

Finance & Vendor Administration

• Reconcile vendor bills and invoices, partnering with the finance team to ensure accurate and timely payments. Excel proficiency is required, and experience with accounting systems and integration tools are strongly preferred.

HR/Benefits Administration

• Support HR administrative functions
• Administer benefits enrollment, billing, and account reconciliations
• Assist with gathering documents and information for HR and benefit audits

Corporate Administration

• Assist with corporate filings, business registrations, and compliance-related administrative tasks across jurisdictions
• Support leadership with ad hoc administrative and operational projects as they arise

What We're Looking For

• 2+ years of experience in office management, administrative operations, or a similar role
• Exceptionally organized with strong attention to detail and the ability to manage multiple priorities simultaneously
• Bright, curious, and resourceful; someone who doesn't wait to be told what needs to be done
• Comfortable working independently in a small-office environment with minimal supervision
• Strong written and verbal communication skills
• Proficiency with common business tools (Microsoft Office Suite, Google Workspace, expense management platforms)
• Experience with benefits administration, HR processes, or bookkeeping is a strong plus
• A team-first attitude and willingness to jump in wherever help is needed

What We Offer

• A collaborative team culture with opportunities for career development
• Ample opportunities to be recognized, build valuable skills, and grow your career
• A generous vacation policy and paid parental leave
• Comprehensive health plans with FSA and HSA options
• 401(k) retirement plan
• Life and disability insurance coverage
• Supplemental benefits include dependent care savings plan, pet insurance, will preparation, and an employee assistance program

Exactera is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

What We Offer:(The following only applies to US-based positions)

• A collaborative team culture with opportunities for career development. 
• Ample opportunities to be recognized, build valuable skills, and grow your career. 
• Generous vacation policy, including paid parental leave. 
• Comprehensive health plans with FSA and HSA options. 
• 401(k) retirement plan. 
• Life and disability insurance coverage. 
• Supplemental benefits like a dependent care savings plan, pet insurance, will preparation, and an employee assistance program. 

About Us: