Office Manager - US Compliance

Job Title: Office Manager - US Compliance

Work Location: India (Supporting US Operations)

Shift Timing: 1:00 PM – 10:00 PM IST (US Business Hours)

Reporting To: US Operations / Finance Lead

Role Summary:

The Office Manager – Administration & Compliance will manage administrative, payroll coordination, finance support, insurance administration, and office operations for the US entity. The role ensures adherence to US labor laws, payroll regulations, insurance compliance, and internal controls, while acting as a key coordination point with US teams, vendors, banks, and service providers.

Key Responsibilities:

US Office Administration & Compliance

• Oversee day-to-day administrative operations for the US office in compliance with US regulations

• Maintain statutory, legal, and compliance documentation for the US entity

• Coordinate with legal, HR, and finance partners to ensure compliance with federal and state requirements

• Maintain records aligned with US audit, data privacy, and retention standards

• Manage executives calendar, coordinate and schedule important meetings

Payroll & HR Compliance Support

• Coordinate US payroll processing with external payroll providers (ADP Payroll)

• Ensure payroll inputs comply with FLSA, wage & hour laws, overtime, and state-specific regulations

• Maintain payroll records, W-4 documentation, and support W-2 / 1099 coordination

• Assist in onboarding and offboarding documentation for US employees and contractors

• Support compliance with EEO, I-9, and background verification processes

Finance, Accounting & Internal Controls

• Support US accounting processes in alignment with US GAAP

• Coordinate with India HR and Accounting team

• Process invoices, expense reimbursements, and vendor payments

• Coordinate monthly, quarterly, and annual MIS and financial reporting

• Maintain documentation required for internal and external audits

• Ensure segregation of duties and adherence to internal control frameworks

Banking & Treasury Administration

• Coordinate with US banks for account administration, documentation, and reporting

• Support payment processing, wire transfers, and reconciliations

• Maintain banking compliance records including KYC and authorization documents

Insurance & Benefits Administration

• Administer US employee benefits including health, dental, vision, workers’ compensation, and liability insurance

• Coordinate with insurance brokers for policy renewals, enrollments, and claims

• Support compliance with ACA reporting requirements

• Maintain benefits documentation and employee communications

Project & Stakeholder Coordination

• Provide administrative and financial coordination support to US-based projects

• Track deliverables, timelines, and approvals across cross-functional teams

• Act as a single point of contact for US internal stakeholders during business hours

Skills & Competencies

•This reports to company executives, a quick response, turnaround, act quickly, is very important.

• Very Strong written and verbal communication skills (US business context)

• High integrity, confidentiality, and attention to detail

• Ability to work independently across time zones

• Strong coordination and vendor management capabilities

• Proficiency in MS Excel, payroll systems, and accounting tools

Qualifications & Experience

• Bachelor’s degree in Commerce, Accounting, Business Administration, or related field

• 4–8 years of experience in US office administration, payroll coordination, or finance support

• Experience working with US payroll providers and benefits vendors preferred

• Prior experience supporting US audits or compliance reviews is a strong advantage

Work Schedule

• Shift Timing: 1:00 PM – 10:00 PM IST

• Flexibility during payroll cycles, audits, and compliance deadlines