California office manager employment contract template

California Office Manager Employment Contract

This Full-Time Office Manager Employment Contract ("Agreement") is made and entered into as of [Date] by and between:

[Employer Legal Name], a [State of Incorporation] corporation, with its principal place of business at [Employer Address] ("Employer"), and

[Employee Full Legal Name], residing at [Employee Address] ("Employee").

1. Position:

The Employer hereby employs Employee as a full-time Office Manager.

The Employee accepts such employment and agrees to perform the duties and responsibilities set forth herein.

Classification:

Option A: Exempt (Confirm eligibility under California law - generally not appropriate for Office Manager roles unless they meet strict criteria for administrative exemption, which is rare).

Option B: Non-Exempt (Eligible for overtime pay under California law).

2. Job Duties and Responsibilities:

The Employee’s primary duties and responsibilities shall include, but not be limited to:

Overseeing daily office operations and ensuring a productive and efficient work environment.

Coordinating and supervising administrative support staff.

Managing office supplies, equipment, and purchasing, including vendor negotiation and contract management.

Organizing and maintaining physical and electronic files/records, including compliance with California's document retention requirements.

Handling vendor and service provider relationships, including contract negotiation and performance monitoring.

Monitoring office budgets and processing invoices.

Onboarding and offboarding staff according to California employment law requirements.

Facilitating facility maintenance and health/safety compliance, including implementing California OSHA and Cal/OSHA standards.

Supporting HR functions, including assisting with payroll processing, benefits administration, and compliance postings required by California law.

Planning and coordinating office events and meetings.

Processing mail and communications.

Ensuring compliance with California's workplace policies, including harassment prevention and required workplace postings.

Reporting directly to [Supervisor Title].

Authority to Make Purchases/Contracts:

Option A: The Employee has the authority to make purchases up to [Dollar Amount] without prior approval.

Option B: All purchases and contracts must be approved by [Supervisor Title].

3. Confidential Information:

The Employee acknowledges that, during the course of their employment, they will have access to confidential and proprietary information of the Employer, including but not limited to, client lists, financial data, business strategies, and employee information.

The Employee agrees to hold all such information in strict confidence and not to disclose it to any third party, or use it for their own benefit or the benefit of others, either during or after their employment with the Employer.

Data Security: The employee shall comply with all company privacy/data security protocols consistent with CCPA.

4. Work Location and Travel:

The Employee's primary worksite shall be located at [Worksite Address] in California.

Remote Work:

Option A: The Employee is not authorized to work remotely.

Option B: The Employee may work remotely [Number] days per week, subject to Employer approval.

Business Travel: The Employee may be required to travel on business from time to time, subject to reimbursement of all necessary business expenses in accordance with California wage and hour laws.

5. Term of Employment:

The Employee’s employment shall commence on [Start Date].

Full-Time Status: The Employee’s position is full-time, requiring a minimum of [Number] hours per week.

Daily Work Schedule: The employee's daily work schedule will generally be from [Start Time] to [End Time], Monday through Friday.

6. Compensation and Benefits:

Salary/Wage:

Option A: The Employee shall be paid an annual salary of [Dollar Amount], payable [Frequency, e.g., bi-weekly].

Option B: The Employee shall be paid an hourly wage of [Dollar Amount], payable [Frequency, e.g., bi-weekly].

Overtime: For non-exempt employees, overtime shall be paid at a rate of one and one-half (1.5) times the Employee's regular hourly rate for all hours worked in excess of eight (8) hours in a workday or forty (40) hours in a workweek, and double the regular rate for all hours worked in excess of twelve hours in a workday, consistent with California law.

Payroll Deductions: All required payroll deductions and statutory withholdings will be made from the Employee's paycheck.

Final Pay: Upon termination, the Employee’s final paycheck will be provided in accordance with California law (immediately upon involuntary termination or within 72 hours of resignation).

Benefits: The Employee shall be eligible to participate in the following benefit plans, subject to the terms and conditions of those plans:

Health Insurance

Dental Insurance

Vision Insurance

Retirement Plan (e.g., 401k)

Paid Sick Leave (minimum 24 hours/3 days per year).

Paid Vacation (accrual rules: [Accrual Rules], cap: [Vacation Cap]).

Holiday Schedule: [List of Holidays].

Paid Parental Leave: [Number] weeks, as per California law.

Paid Bereavement Leave: [Number] days, as per company policy.

Commuter Stipend: [Dollar Amount] per month.

Workers' Compensation: The employee is covered by worker's compensation insurance.

7. Timekeeping, Meal and Rest Breaks:

The Employee shall accurately record their work hours using the Employer's designated timekeeping system.

Meal Breaks: The Employee is entitled to a 30-minute unpaid meal break for every five hours worked, unless waived by mutual agreement in writing if the total workday is less than 6 hours.

Rest Breaks: The Employee is entitled to a 10-minute paid rest break for every four hours worked.

8. Company Property:

The Employee shall be provided with the following company property: [List of Company Property, e.g., laptop, phone].

Upon termination of employment, the Employee shall immediately return all company property, including all data and documents, to the Employer.

9. Intellectual Property:

(Only include if the Office Manager develops proprietary processes) All intellectual property created by the Employee during their employment, relating to the Employer’s business, shall be the sole property of the Employer.

10. Termination of Employment:

Employment At-Will: The employment relationship between the Employer and the Employee is "at-will," meaning that either party may terminate the employment relationship at any time, with or without cause or notice, subject to California law.

Exit/Transition Procedures: The Employee agrees to cooperate fully with the Employer in ensuring a smooth transition of their duties upon termination.

Severance:

Option A: The Employee is not eligible for severance pay upon termination.

Option B: The Employee may be eligible for severance pay, as determined by the Employer's severance policy.

11. Post-Termination Restrictions:

Non-Solicitation: The Employee agrees not to solicit any employees or clients of the Employer for a period of [Number] months following the termination of their employment, in compliance with California’s "narrow restraint" rules. This does not prevent the employee from seeking other employment.

(Note: Non-compete agreements are generally unenforceable in California.)

12. Performance Expectations:

The Employee shall adhere to the Employer's code of conduct, office safety and emergency procedures, and all applicable company policies.

The Employee shall report any instances of workplace harassment or discrimination in accordance with the Employer's policy.

13. Dispute Resolution:

The Employer and the Employee agree to attempt to resolve any disputes arising out of or relating to this Agreement through good faith negotiation.

Governing Law: This Agreement shall be governed by and construed in accordance with the laws of the State of California.

14. Anti-Discrimination and Harassment Prevention:

The Employer is an equal opportunity employer and prohibits discrimination and harassment based on race, color, religion, sex, gender identity/expression, pregnancy, sexual orientation, marital status, ancestry, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by law.

The Employee is required to complete mandatory annual harassment prevention training.

15. Compliance with Laws:

The Employer shall comply with all applicable California wage and hour laws, payroll notice requirements, and other employment laws.

The Employee acknowledges receipt of all required new hire disclosures and pamphlets.

Workplace Posters: The Employee is responsible for ensuring that all California-mandated workplace posters are displayed and up-to-date.

16. Amendments:

This Agreement may be amended or modified only by a written instrument signed by both the Employer and the Employee.

IN WITNESS WHEREOF, the parties have executed this Agreement as of the date first written above.

[Employer Legal Name]

By: [Employer Representative Name]

Title: [Employer Representative Title]

[Employee Full Legal Name]

Signature: ____________________________