Virginia office manager employment contract template

Virginia Office Manager Employment Contract

This Virginia Office Manager Employment Contract ("Agreement") is made and effective as of [Date] by and between [Company Name], a [State] [Entity Type] with its principal place of business at [Company Address] ("Employer"), and [Employee Name], residing at [Employee Address] ("Employee").

1. Position

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

• Option A: The Employee's primary responsibilities will include, but are not limited to: supervising office staff, managing administrative procedures and office resources, vendor management, maintaining office records (physical and digital), organizing meetings and company events, managing supply inventory and procurement, handling accounts payable/receivable, coordinating internal communications, overseeing compliance with workplace safety protocols, ensuring adherence to Virginia-specific employment documentation, record-keeping, and labor law posting requirements, overseeing building and equipment maintenance, and acting as point of contact for external agencies.
• Option B: Refer to attached Job Description for a full list of responsibilities.

The Office Manager's authority includes: [Specific details regarding authority; e.g., signing contracts up to $[Amount], approving expenditures up to $[Amount] ].

2. Reporting Structure

• Option A: The Employee will report directly to [Name and Title].
• Option B: The Employee will report directly to the [Title] position.
• Option C: The Employee will report to [Name], who reports to [Title].

The Employee will supervise the following roles: [List of direct reports].

3. Work Location and Hours

The Employee's primary work location will be at [Company Address], located in Virginia.

• Option A: The standard work hours are from [Start Time] to [End Time], Monday through Friday. In-office presence is required during these hours.
• Option B: The standard work hours are from [Start Time] to [End Time], Monday through Friday. Flexible scheduling may be available subject to Employer approval and business needs.
• Option C: The employee is expected to maintain a regular schedule of at least [Number] hours per week.

Remote work is:

• Option A: Not permitted.
• Option B: Permitted on [Days of the week], subject to Employer approval and business needs.
• Option C: Permitted per the Company's Remote Work Policy, which complies with Virginia law if applicable.

4. Job Type and Working Hours

The position is a full-time role.

• The Employee is expected to work a minimum of [Number] hours per week.
• Option A: The Employee is eligible for overtime pay at a rate of one and one-half (1.5) times their regular rate of pay for all hours worked over 40 in a workweek, in accordance with the Fair Labor Standards Act (FLSA) and Virginia law.
• Option B: The employee is exempt from overtime pay under the FLSA's [Exemption Type] exemption and Virginia law.

The Employee is entitled to rest and meal breaks in accordance with Virginia law. Time-keeping requirements will be communicated separately.

The Employee will accrue paid leave as per the Company's Paid Time Off (PTO) policy. Paid leave includes sick leave, vacation, and observance of all Virginia state legal holidays and company-specific holidays as outlined in the Employee Handbook.

5. Compensation and Benefits

The Employer shall pay the Employee a [Annual Salary] per year, payable [Payment Frequency; e.g., biweekly, semi-monthly] via [Pay Method; e.g., check, direct deposit].

Overtime will be calculated as required by Virginia and federal law.

• Option A: The Employee may be eligible for bonuses or performance incentives based on office efficiency and compliance benchmarks.
• Option B: The Employee will not be eligible for bonuses or performance incentives.

The Employee will be reimbursed for reasonable business-related expenses in accordance with the Employer's Expense Reimbursement Policy.

The Employee is eligible for the following benefits:

• Employer-sponsored health insurance (eligibility and contribution details will be provided separately).
• Employer-sponsored dental insurance (eligibility and contribution details will be provided separately).
• Employer-sponsored vision insurance (eligibility and contribution details will be provided separately).
• Retirement plan participation in the Employer's 401(k) plan.
• Option A: Paid professional development opportunities for office management.
• Option B: Paid training on Virginia workplace and safety compliance.
• Paid Time Off (PTO) as per the company policy.
• Family and Medical Leave in accordance with the Family and Medical Leave Act (FMLA) and applicable Virginia statutes.
• Option A: Remote work stipend of [Amount] per month.
• Option B: Parking/transit allowance of [Amount] per month.

6. Workplace Confidentiality

The Employee acknowledges that they will have access to confidential information, including sensitive company records, employee data, payroll information, and proprietary information.

The Employee agrees to maintain the confidentiality of all such information and to refrain from disclosing it to any third party.

Upon termination of employment, the Employee shall return or securely destroy all records and devices containing company data.

7. Intellectual Property

If the Employee creates company documents, handbooks, templates, or systems as part of their role, all such creations shall become the property of the Employer.

8. Compliance with Company Policies

The Employee shall comply with all company policies, including data security, document retention, office behavior standards, and dress code.

The Employee shall also comply with all applicable Virginia-specific anti-discrimination, anti-harassment, and workplace violence prevention policies, as mandated by the Virginia Human Rights Act and other applicable statutes. This includes, but is not limited to, discrimination based on race, color, religion, national origin, sex, disability, age, sexual orientation, gender identity, veteran status, pregnancy, etc.

The Employee shall not retaliate against any employee for exercising protected rights.

9. Workplace Safety

The Employee acknowledges their responsibilities in maintaining OSHA and Virginia Occupational Safety and Health (VOSH) compliance, particularly in office ergonomics and emergency procedures.

10. Conflicts of Interest

The Employee agrees to avoid any conflicts of interest, secondary employment, or outside business activities that may interfere with their duties or present a real or perceived conflict.

11. Company Equipment

The Employee shall use company equipment (computers, phones, keys/access cards) and software in accordance with company policy and return all such equipment upon termination of employment. The Employee is responsible for maintaining software licensing compliance.

12. Office Security

The Employee shall adhere to specific rules and procedures for office key code access, alarm response protocols, and after-hours building security.

13. At-Will Employment

The Employee's employment is at-will, as recognized under Virginia law. This means that either the Employer or the Employee may terminate the employment relationship at any time, with or without cause, and with or without notice.

• Option A: Upon resignation, the Employee shall provide [Number] weeks' written notice to the Employer.
• Option B: Upon resignation, the Employee shall provide two (2) weeks' written notice to the Employer.

• Option A: Upon termination by the Employer, the Employee may be eligible for severance pay as outlined in the Company's Severance Policy.
• Option B: Upon termination by the Employer, the Employee will not be eligible for severance pay.

The final paycheck will be issued in accordance with Virginia wage payment statutes. The Employer has the right to offset final pay for any non-returned company property, if lawful.

14. Non-Solicitation & Non-Disclosure

• Option A: During employment and for a period of [Number] months following termination of employment, the Employee shall not solicit any employees, customers, or clients of the Employer.
• Option B: This agreement does not contain any non-solicitation clause.

The Employee shall not disclose any confidential information of the Employer, as defined in Section 6, at any time. Note: Virginia’s strict limits on enforceability of non-compete agreements may apply.

15. Employment Eligibility Verification

The Employee acknowledges that they must complete mandatory new hire reporting and E-Verify/I-9 requirements.

• Option A: The Employee understands that their employment is contingent upon the successful completion of a background check.
• Option B: The Employee understands that their employment is contingent upon the successful completion of a credit check.

16. Required Notices

The Employee acknowledges receipt of required notices about workers’ compensation, unemployment insurance, disability insurance, and compliance with all Virginia labor posters and employee rights notifications.

17. Dispute Resolution

The Employee agrees to follow the Company's internal complaint reporting procedures. The Employer prohibits retaliation against employees for exercising protected rights.

• Option A: Any disputes arising out of or relating to this Agreement shall be resolved through good-faith internal resolution, followed by mediation.
• Option B: Any disputes arising out of or relating to this Agreement shall be resolved through good-faith internal resolution, followed by arbitration.

This Agreement shall be governed by and construed in accordance with the laws of the Commonwealth of Virginia.

18. Privacy Regulations

If the Employer is subject to privacy/confidentiality regulations such as HIPAA, GDPR, or the Virginia Consumer Data Protection Act (CDPA), the Employee shall comply with all applicable policies and training.

19. On-Site Responsibilities

The Employee will be responsible for visitor management, mail/package receipt and distribution, and emergency response leadership.

20. Policy Updates

The Employer reserves the right to revise or update policies and procedures as required by Virginia law or business necessity, with notice to the Employee.

21. Entire Agreement

This Agreement constitutes the entire agreement between the parties with respect to the subject matter hereof and supersedes all prior or contemporaneous communications and proposals, whether oral or written.

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

____________________________
[Employer Name]

By: ____________________________
[Employer Representative Name], [Title]

____________________________
[Employee Name]

Date: ____________________________

Acknowledgment of Receipt and Understanding of Policies and Employee Handbook(s):

I acknowledge that I have received and understand the Company's policies and employee handbook(s) referenced in this agreement.

____________________________
[Employee Name]

Date: ____________________________