Corporate Office Manager

Corporate Office Manager

Location: Merlin, Oregon 97532
Department: Administration / Finance
Reports To: Business Manager/ CFO
Supervises: 3-5 employees
FLSA Status: [Exempt/ Non-Exempt - to be determined]
Compensation: Rate of pay is based upon experience and tenure according to company pay schedule, with credit given for work time and experience outside of Grayback Forestry, Inc.

Position Summary

Grayback Forestry, Inc., founded in 1979, provides forestry, wildland fire suppression, and fuels management services through federal and state government contracts. The Corporate Office Manager oversees core administrative, financial, HR, payroll, benefits, accounting, and operational support functions.

Reporting to the Business Manager/CFO, this position ensures office systems, employee administration, payroll, benefits, accounting processes, and internal controls are completed accurately, confidentially, and on schedule in a fast-paced environment supporting both routine operations and emergency response.

Essential Duties and Responsibilities

• Manage daily corporate office operations, including administrative, financial, HR, payroll, benefits, and operational support functions.
• Maintain employee records, personnel files, onboarding materials, and related HR processes accurately and confidentially.
• Administer payroll and benefits, ensuring timely processing, compliance, and resolution of employee or vendor issues.
• Oversee bookkeeping and accounting support, including accounts payable, accounts receivable, general ledger activity, reconciliations, and data entry.
• Prepare and maintain financial statements, budgets, forecasts, reports, and management summaries.
• Coordinate tax preparation, registrations, estimated tax summaries, multi-state payroll summaries, and year-end CPA support.
• Maintain workers’ compensation, general liability, 401(k), garnishment/support, draw, tax, and related account reconciliations.
• Prepare for audits and coordinate with external auditors, accountants, software vendors, and professional service providers.
• Maintain internal controls, written procedures, training materials, and documentation that protect company assets and support accurate reporting.
• Support business planning, staff direction, issue resolution, and workflow prioritization during routine operations and emergency response periods.
• Explain complex administrative, accounting, database, or systems issues clearly to management, staff, vendors, programmers, and developers.
• Perform other duties as assigned by the Business Manager and General Manager.

Supervisory Responsibilities

• Supervise 3–10 employees, providing direction for daily workflow, task completion, and accountability.
• Support planning, training, cross-training, consistent performance, and process improvement within the corporate office.

Required Knowledge, Skills, and Abilities

Technical Skills

Proficient with MS Windows, Microsoft Office, spreadsheets, databases, and accounting software; Sage experience preferred.

Able to learn new software, train others, and use reporting tools such as Crystal Reports.

Uses artificial intelligence strategically, where appropriate, to improve efficiency and reduce costs.

Oversees payroll, HR administration, and operations, while working closely with the Business Manager on accounting matters.

Strong knowledge of accounting fundamentals, bookkeeping, payroll, benefits administration, financial reporting, reconciliations, and office administration.

Monitors and maintains software and hardware security.

Maintains accurate financial and personnel records while handling confidential information with discretion and professionalism.

Problem-Solving Skills

Uses payroll, accounts receivable, accounts payable, and related administrative knowledge to resolve employee, vendor, and operational issues.

Directs staff in researching issues, summarizing findings, presenting solutions, and responding effectively to time-sensitive or emergency situations.

Computer and Database Skills

Understands database structures and can write queries to identify, investigate, and correct errors while maintaining data accuracy and integrity.

Communication Skills

Communicates clearly in writing and verbally, including procedures, reports, internal communications, and technical explanations for non-technical users and developers.

Key Character Traits

Demonstrates integrity, timeliness, initiative, leadership, accuracy, dependability, flexibility, and reliability.

Education and Experience

• High school diploma or equivalent required; associate’s or bachelor’s degree, or related business coursework, preferred.
• Minimum of five years of experience as a bookkeeper, corporate office manager, or similar financial or administrative manager required.
• Previous experience supervising at least five employees at one time required.
• Experience with HR support, payroll, benefits administration, accounting functions, and accounting software such as QuickBooks or Sage required.
• Experience supporting government contracts, forestry, wildfire suppression, emergency services, construction, or similarly regulated industries preferred.
• Experience with Crystal Reports preferred.

Physical Demands

Office-based work requires extended computer use; occasional lifting or moving up to twenty-five pounds.

Work Environment

Work is primarily performed in the corporate office in Merlin, Oregon. The role requires independent and collaborative work and may involve shifting priorities, urgent deadlines, and increased activity during fire season or emergency response periods.

Grayback Forestry, Inc. is an Equal Opportunity and Affirmative Action Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran status, status as a qualified individual with a disability, or any other characteristic protected by law.

Grayback Forestry, Inc. provides reasonable accommodations to applicants with disabilities. If you need a reasonable accommodation for any part of the application and hiring process, please notify us at (541) 476-0162.