Oregon office manager employment contract template

Oregon Office Manager Employment Contract

This Oregon Office Manager Employment Contract (the "Agreement") is made and effective as of [Effective Date] by and between:

• [Company Legal Name], a company registered in Oregon with its registered business address at [Registered Business Address], represented by [Contact Person Name] (the "Employer"),

and

• [Employee Legal Name], residing at [Employee Oregon Address], with contact number [Employee Contact Number] and email address [Employee Email Address] (the "Employee").

1. Position and Work Location

• The Employer hereby employs the Employee as an Office Manager.
• The Employee's primary work location will be at [Office Address in Oregon].
• Option A: On-site work is required.
• Option B: Remote/Hybrid Work Policy: [Describe remote/hybrid work policy in detail, including virtual management expectations, equipment provision, and data handling rules].

2. Job Duties

• The Employee's duties shall include, but are not limited to:
  • Facilities and supplies management.
  • Organization and supervision of administrative and support personnel.
  • Scheduling and oversight of office meetings and events.
  • Management of office policies and procedures.
  • Supervision of vendor contracts and office service providers.
  • Document and records management (including compliance with Oregon data privacy and records retention laws).
  • Handling accounts payable/receivable and expense reporting.
  • Payroll coordination (without assuming full HR authority unless specified).
  • Onboarding and offboarding clerical staff.
  • Supporting compliance with OSHA and Oregon occupational safety standards in the workplace.
  • Implementation of workplace technology and IT coordination as relevant to an office manager's scope.
  • Acting as a primary point of contact for building management and external visitors.
  • Executing all other office management tasks custom to Oregon business operations.
• Option A: The Employee will report directly to [Direct Supervisor Title/Name].
• Option B: Authority Level for Purchasing/Operational Decisions: [Describe level of authority].
• Collaboration/Communication Expectations: [Describe expectations with HR, Finance, and department leads].

3. Employment Status and Work Hours

• The Employee's employment status is:
  • Option A: Full-time exempt.
  • Option B: Full-time non-exempt.
• Standard work hours are [Number] hours per week, Monday through Friday. Regular weekly schedule: [Start Time] to [End Time].
• Overtime Policy: [Detail overtime policies compliant with Oregon wage and hour law, including 1.5x overtime for non-exempt employees and exempt eligibility per Oregon BOLI guidance].
• Meal and Rest Breaks: [Describe meal and rest break policy per Oregon state rules, including exact timing for paid/unpaid breaks, lactation requirements, and safe leave usage].

4. Compensation

• Base compensation:
  • Option A: Annual Salary: [Dollar Amount].
  • Option B: Hourly Wage: [Dollar Amount].
• Overtime Rate: [Dollar Amount] (if applicable).
• Pay Period Frequency: [Pay Period Frequency, e.g., Bi-weekly].
• Payment Method:
  • Option A: Direct Deposit.
  • Option B: Paper Check.
• Payroll Discrepancies: [Describe process for reporting and correcting payroll discrepancies].
• Bonus/Incentive Programs: [Detail individual or team performance bonuses specific to office management, recognition awards, and eligibility for company-wide incentive programs].

5. Benefits

• Health Insurance: [Detail health, dental, and vision insurance coverage].
• Oregon Sick Leave: [Detail Oregon-mandated sick leave accrual and usage specifics].
• Paid Time Off: [Detail paid vacation and holiday policy, with reference to Oregon’s public holidays if offered].
• Retirement Plan: [Detail employer retirement plan participation (including OregonSaves if applicable, with clear statement of employee opt-in/out process)].
• Family Leave: [Referencing Oregon Family Leave Act and sick child leave, with details on notification and documentation procedures].
• Worker's Compensation: Covered as mandated by Oregon.
• Other Benefits:
  • Option A: Commuting/Parking Stipend: [Dollar Amount].
  • Option B: Professional Development Reimbursement: [Describe details].
  • Option C: Wellness/Assistance Programs: [Describe details].

6. Confidentiality

• The Employee agrees to hold confidential all sensitive company, personnel, financial, proprietary, and client information.
  • Special note on handling protected health, identity, or payroll data in line with Oregon and federal privacy standards.
• The Employee shall not disclose or use such information during or after employment.

7. Legal and Regulatory Compliance

• The Employee shall adhere to all applicable Oregon workplace postings, transportation and labor law notices, and mandatory employee trainings (e.g., harassment prevention, safety).
• The Employee shall participate in emergency preparedness as required under state or local codes.

8. Workplace Safety

The Employee is responsible for maintaining compliance with Oregon OSHA regulations, reporting workplace hazards, managing incident response protocols, and facilitating ADA reasonable accommodation requests.

9. Anti-Discrimination and Harassment

The Employer is committed to a workplace free from discrimination and harassment based on race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, marital status, disability, expunged juvenile record, or any other protected class under Oregon law.

• Grievance and Investigation Procedure: [Outline procedure].

10. Purchasing and Accounting Authority (If Applicable)

• Expense Approval: [Describe process].
• Company Credit Card Use: [Describe policy].
• Documentation Retention: [Describe policy per Oregon’s business and tax record laws].

11. Intellectual Property

All templates, procedural manuals, office systems, and other materials created by the Employee during employment are the property of the Employer.

12. Community Engagement (If Applicable)

[Describe participation or restrictions in community engagement, charitable activity, or professional associations].

13. Remote Work Cybersecurity (If Applicable)

[State cybersecurity and physical data protection measures specific to Oregon businesses (following Oregon Consumer Information Protection Act and recommendations for digital records)].

14. Code of Conduct

The Employee shall adhere to the company's code of conduct, including dress and etiquette standards, use of company resources for business purposes only, personal visitors policy, and procedures for reporting policy violations.

• [Detail dress and etiquette standards].
• [Detail use of company resources].
• [Detail personal visitors policy].
• [Detail procedure for reporting policy violations].

15. At-Will Employment

The Employee's employment is at-will, meaning that either the Employer or the Employee may terminate the employment relationship at any time, with or without cause or notice, subject to applicable law.

• Voluntary Termination: [Describe notice requirements].
• Involuntary Termination: [Describe process].
• Final Pay: [Describe calculation of final pay compliant with Oregon’s timeline for payout at separation].
• Severance: [State eligibility for severance, if any].
• Return of Company Property: The Employee shall return all company property upon termination.
• Exit Interview: [State exit interview expectations].

16. Post-Employment Obligations

[Due to Oregon’s limitations on non-compete agreements, state whether a non-solicitation, client or vendor non-interference, or confidentiality-only covenant is used, and ensure such clauses are compliant with Oregon Revised Statutes].

17. Dispute Resolution

[Outline the process for reporting professional grievances or workplace injuries; dispute resolution process including good faith negotiation steps, choice of mediation or arbitration, Oregon law as governing law, and local court jurisdiction as venue for litigation].

18. Required Postings and Information

• The Employer will maintain Oregon's statutory requirements for posting workers’ compensation coverage and workplace protection notices.
• Employee access to regulatory information (such as Oregon BOLI posters) is provided.

19. Mandatory Training and Certification

[Stipulate any mandatory workplace training or certification updates required to remain in compliance with Oregon law (e.g., sexual harassment, safety, privacy)].

20. Background Checks

[Note any required background check, reference checking, or verification procedures specific to Oregon fair hiring processes, including compliance with Ban-the-Box and relevant state/federal regulations].

21. Public Health Emergencies (If Applicable)

[Note any company-specific policies concerning public health emergencies or disaster response that an office manager may be required to coordinate].

22. Industry-Specific Regulations (If Applicable)

[Include a clause requiring compliance with any applicable industry-specific regulations relevant to the particular business sector (such as healthcare, legal services, etc.) in Oregon, and outline manager’s administrative obligations for relevant licenses, filings, or certifications].

23. Incorporation of Policies

The job description, policies, and employee handbook referenced herein are incorporated by reference and may be updated periodically, with notice to the Employee.

24. Modification of Duties

The Employer reserves the right to modify the Employee's duties within the reasonable scope of office management duties, with written amendment for substantial changes.

25. Acknowledgments

The Employee acknowledges receipt and understanding of:

• Employee Handbook.
• Anti-Harassment Training Certification.
• Oregon Sick Leave Policy Notice.

By signing below, both parties acknowledge that they have read, understood, and agree to the terms and conditions of this Agreement.

____________________________
Employer Signature

____________________________
Employer Printed Name

Date: ______________________

____________________________
Employee Signature

____________________________
Employee Printed Name

Date: ______________________