Job Profile: Office Manager

Job Overview

The Office Manager in a cannabis enterprise functions as the central nervous system of the organization. This position transcends traditional administrative duties, serving as a critical hub that connects finance, human resources, and supply chain logistics under a framework of stringent state-level compliance. The role demands the execution of flawless administrative processes, from managing sensitive HR documentation to coordinating the less-than-truckload (LTL) shipping of essential, non-cannabis supplies that are vital for production continuity. The Office Manager ensures that the foundational operations of the business are stable, compliant, and efficient, directly enabling the cultivation, manufacturing, and sales departments to function without disruption. This professional’s performance has a direct and measurable impact on the company's ability to maintain its license, manage its workforce, and scale its operations in a volatile market.

A Day in the Life

The day begins by auditing the facility's access control system. This involves reconciling the digital visitor log against the physical sign-in sheets, ensuring every entry—from a maintenance contractor to a regulatory inspector—is meticulously documented with the correct time, date, and purpose of visit, as mandated by state cannabis control boards. Immediately following this, the focus shifts to human resources. The Office Manager reviews the onboarding pipeline, confirming that all pre-employment requirements for three new cultivation technicians are complete. This includes verifying that state-mandated agent card applications have been submitted, background check results are received and filed, and all I-9 documentation is accurately completed. This proactive check prevents new hires from being turned away on their first day due to incomplete compliance paperwork.

Mid-morning is dedicated to supply chain and logistics. An urgent email from the packaging manager indicates a critical shortage of compliant vape cartridge casings. The Office Manager immediately contacts the pre-approved supplier, negotiates an expedited order, and coordinates the LTL shipping arrangements. This requires generating a purchase order, confirming the delivery window, and communicating the inbound shipment schedule to the warehouse receiving team. Simultaneously, they use Google Workspace to update a shared spreadsheet that tracks supply inventory, alerting the finance department to the upcoming expenditure. This quick action averts a potential production halt that could cost the company tens of thousands of dollars in lost revenue.

The afternoon pivots to team leadership and financial administration. The Office Manager leads a brief daily huddle with the administrative support staff, assigning tasks and prioritizing requests from various departments. Following the meeting, they dedicate a block of time to processing invoices and employee expense reports. Using Microsoft Office, specifically Excel, they cross-reference receipts with company policy, assign the correct general ledger codes, and prepare a batch for the finance director's approval. This detailed work is crucial for maintaining accurate HR finance records and ensuring the company's books are audit-ready.

The final hours of the day are focused on data management and process improvement. The Office Manager performs a data input audit in the company's Human Resources Information System (HRIS), ensuring that recent changes in employee status—promotions, departmental transfers, and one termination—are accurately reflected. They identify a recurring error in how paid time off is being logged and draft a brief, clear communication to managers explaining the correct procedure. The day concludes with a final check of the master calendar to prepare for the next day's executive meetings, new hire orientations, and scheduled facility maintenance, ensuring all resources and stakeholders are aligned for another seamless operational day.

Core Responsibilities & Operational Impact

The Office Manager’s responsibilities are organized into three domains of direct operational impact:

1. Administrative Operations & Supply Chain Integrity

• Vendor Management: Onboarding, managing, and maintaining relationships with a wide array of non-cannabis vendors, from janitorial services and security providers to suppliers of critical lab and packaging materials. This includes ensuring vendor compliance with facility access protocols.
• Supply Chain Coordination: Managing the procurement and logistics for all office and operational supplies. This involves tracking inventory, issuing purchase orders, and coordinating LTL shipping to prevent stockouts of items essential for business continuity.
• Facility Management: Serving as the primary point of contact for all building-related issues, including maintenance, repairs, utilities, and security systems, to ensure a safe, clean, and fully functional work environment.

2. Human Resources & Compliance Administration

• Onboarding & Offboarding Execution: Administering the full lifecycle of employee documentation, from offer letters and background checks to collecting state-required credentials and processing termination paperwork. This requires maintaining immaculate HR documentation.
• HR Records Management: Owning the accuracy and security of all employee files, both physical and digital. This includes precise HRIS data input and the maintenance of confidential HR records in compliance with labor laws and cannabis regulations.
• Team Leadership & Support: Providing direct supervision and mentorship to administrative staff. This role acts as a cultural touchstone, fostering a professional, supportive, and efficient administrative team that serves the entire organization.

3. Financial Administration & Systems Management

• HR Finance Processing: Collaborating closely with the finance department to process payroll data, manage expense reports, and reconcile invoices. This ensures accurate and timely financial transactions that align with departmental budgets.
• Data Input and Integrity: Executing precise and consistent data input across multiple platforms, including Microsoft Office and Google Workspace. This guarantees that financial, HR, and operational data is reliable for reporting and decision-making.
• Process Optimization: Proactively identifying inefficiencies in administrative and HR workflows and leveraging technology like Google Workspace to streamline processes, reduce manual effort, and improve organizational effectiveness.

Strategic Impact Analysis

The Office Manager’s performance directly influences the company's financial health and operational stability through several key levers:

Chain of Command & Key Stakeholders

Reports To: This position typically reports to the Director of Operations, General Manager, or Head of Finance, depending on the organizational structure.

Similar Roles: This role is often a hybrid of several traditional positions. Equivalents in other industries might be labeled as Operations Coordinator, Administrative Business Partner, or HR Generalist. Within cannabis, the title of Office Manager best captures the unique blend of responsibilities, which include facility coordination, HR administration, and light supply chain management. This role serves as a vital operational linchpin, distinct from a purely administrative assistant or a high-level operations manager, by focusing on the foundational systems that allow the business to run smoothly and compliantly.

Works Closely With: This position requires constant collaboration with the Head of Human Resources, the Compliance Manager, and department heads across Cultivation, Manufacturing, and Retail Operations.

Technology, Tools & Systems

Success in this role requires mastery of platforms that drive efficiency and compliance:

• Productivity Suites: Advanced proficiency in Google Workspace (Sheets, Docs, Forms) and Microsoft Office (Excel, Word, Outlook) for data tracking, reporting, and communication.
• Human Resources Information Systems (HRIS): Hands-on experience with platforms like BambooHR, Gusto, or Workday for managing HR records, executing payroll data input, and streamlining onboarding.
• Enterprise Resource Planning (ERP) Systems: Familiarity with the procurement and inventory modules of ERP systems to manage the non-cannabis supply chain and issue purchase orders.
• Logistics & Shipping Software: Experience with platforms used to book and track LTL shipping, ensuring timely delivery of critical supplies.

The Ideal Candidate Profile

Transferable Skills

Professionals from process-driven and highly regulated fields are exceptionally well-suited for this challenge:

• Medical or Dental Office Management: Deep experience with confidential patient records (HIPAA), complex scheduling, and insurance billing provides a direct parallel to managing sensitive HR documentation and financial data.
• Logistics or Supply Chain Coordination: A background in coordinating shipments, managing inventory, and handling vendor relations translates perfectly to managing the critical non-cannabis supply chain.
• Hospitality Management (Hotel/Restaurant): Expertise in managing daily operations, coordinating staff, controlling inventory, and delivering exceptional internal customer service is highly applicable.
• Paralegal or Legal Administration: A rigorous approach to document management, record-keeping, and understanding regulatory texts provides a strong foundation for the compliance aspects of this role.

Critical Competencies

The role demands a specific set of professional attributes for success:

• Process Orientation: The ability to create, document, and implement standardized procedures for administrative and HR tasks to ensure consistency and compliance.
• Unwavering Attention to Detail: The capacity to manage high volumes of data input and documentation with extreme accuracy, where small errors can have significant compliance consequences.
• Proactive Problem-Solving: An aptitude for anticipating operational needs, identifying potential bottlenecks in supplies or staffing, and implementing solutions before they disrupt the business.

Top 3 Influential Entities for the Role

These bodies create the rules and environment that directly shape the daily responsibilities of a cannabis Office Manager:

• State Cannabis Regulatory Agency: (e.g., California's Department of Cannabis Control, Florida's Office of Medical Marijuana Use). This is the single most important entity. They define the specific, non-negotiable requirements for employee badging, visitor logging, and records retention that form the core of the role's compliance duties.
• U.S. Citizenship and Immigration Services (USCIS): This federal agency oversees the Form I-9, used for verifying the identity and employment authorization of individuals hired in the United States. Perfect I-9 compliance and record-keeping, managed by the Office Manager, are critical to avoid severe federal penalties.
• State Department of Labor: This agency enforces state-specific labor laws regarding wages, hours, and working conditions. The Office Manager's role in accurate HRIS data input for payroll and maintaining proper employee records is essential for compliance with these regulations.

Acronyms & Terminology