Washington office manager employment contract template

Washington Office Manager Employment Contract

This Washington Office Manager Employment Contract (the “Agreement”) is made and entered into as of [Date], by and between [Employer Legal Name], a [State] [Entity Type] with its principal place of business at [Employer Address] (“Employer”), and [Employee Legal Name], residing at [Employee Address] (“Employee”).

1. Position

• The Employer hereby employs the Employee as a full-time Office Manager.
• Job Description: The Employee will perform the following duties:
  • Administrative operations oversight.
  • Office supplies and vendor purchasing and contract management.
  • Scheduling and calendar management.
  • Facilities maintenance liaison.
  • Expense processing and petty cash management.
  • HR support functions (new hire onboarding, timesheet collection, payroll preparation assistance).
  • Employee records maintenance compliant with Washington privacy laws.
  • Workplace safety program support under Washington DOSH (Division of Occupational Safety and Health) regulations.
  • Coordination of meetings and events.
  • Office policy enforcement.
  • Direct supervision of any office support staff (if applicable).
• The Employee will report directly to [Reporting Person/Title].
• Level of Autonomy:
  • Option A: The Employee will have limited autonomy and must seek approval from [Reporting Person/Title] for all major decisions.
  • Option B: The Employee will have moderate autonomy to make decisions within pre-approved budget guidelines.
  • Option C: The Employee will have significant autonomy to make decisions independently, subject to periodic review by [Reporting Person/Title].
• Cross-Functional Coordination: The Employee will be required to coordinate with the following departments: [List of Departments].

2. Work Location

• The primary worksite location is [Worksite Address] in Washington.
• Work Arrangement:
  • Option A: The Employee will work on-site full-time.
  • Option B: The Employee will work on a hybrid schedule, with [Number] days per week on-site. Specific on-site days are [Days of the Week].
  • Option C: The Employee will work remotely full-time, subject to periodic in-person meetings at the worksite.
• In-person attendance will comply with all applicable Washington State public health guidelines.

3. Employment Term and Hours

• The Employee's employment is full-time.
• The regular work week shall consist of a minimum of 40 hours per week.
• Core office hours are [Start Time] to [End Time], Monday through Friday.
• Flexible Scheduling:
  • Option A: The Employer does not offer flexible scheduling.
  • Option B: The Employer offers flexible scheduling subject to pre-approval by [Reporting Person/Title].
• Overtime:
  • Option A: The Employee is exempt from overtime under the FLSA.
  • Option B: The Employee is non-exempt from overtime and will be paid at a rate of one and one-half (1.5) times their regular hourly rate for all hours worked over 40 in a workweek, in accordance with the Washington Minimum Wage Act (RCW 49.46).
• Rest and Meal Breaks: The Employee is entitled to rest and meal breaks as required by Washington state law, including at least a 30-minute meal break for shifts over 5 hours and paid rest breaks.
• Timekeeping: The Employee will record their time using [Timekeeping System, e.g., digital time clock, manual timesheet].

4. Compensation

• Compensation:
  • Option A: The Employee shall receive an annual salary of [Dollar Amount], payable [Frequency, e.g., bi-weekly].
  • Option B: The Employee shall receive an hourly wage of [Dollar Amount], payable [Frequency, e.g., bi-weekly].
• FLSA Exemption Status:
  • Option A: Exempt.
  • Option B: Non-Exempt.
• Method of Wage Payment: Wages will be paid via [Method, e.g., direct deposit, check].
• Overtime Pay Rate (if non-exempt): One and one-half (1.5) times the regular hourly rate.
• Bonus/Incentive Plan:
  • Option A: The Employee is not eligible for a bonus or incentive plan.
  • Option B: The Employee is eligible for a discretionary bonus based on performance and company profitability, as determined by the Employer.
  • Option C: The Employee is eligible for a performance-based bonus based on achievement of the following KPIs: [List of KPIs].

5. Benefits

• The Employee is eligible for the following benefits, subject to the terms and conditions of the applicable benefit plans:
  • Medical, Dental, and Vision Insurance.
  • Paid Sick Leave: In accordance with RCW 49.46.210, the Employee will accrue at least 1 hour of paid sick leave for every 40 hours worked.
  • Vacation/Annual Leave: [Number] days of paid vacation/annual leave per year.
  • Paid Family and Medical Leave: Participation in Washington Paid Family and Medical Leave Program (PFML).
  • Paid Holidays: The following paid holidays are recognized: [List of Holidays, including company-specific holidays].
  • Retirement Plan:
    • Option A: 401(k) plan with [Employer Contribution Percentage]% employer matching contribution.
    • Option B: Participation in WA Cares Fund.
    • Option C: No retirement plan is currently offered.
  • Commuter/Transportation Benefits: [Description of Benefits, e.g., subsidized public transportation pass].
  • Professional Development/Training Reimbursement: Up to [Dollar Amount] per year for approved professional development or training related to office management.
  • Ergonomic Workplace Support: The Employer will provide ergonomic assessments and equipment to ensure a comfortable and safe workspace.
  • Flexible/Hybrid Work Expense Reimbursement: [Description of policy or reference to policy document].

6. Confidentiality and Data Protection

• The Employee acknowledges that they will have access to confidential information, including personnel files, financial records, business information, and sensitive employee or client data.
• The Employee agrees to maintain the confidentiality of all such information and to comply with the Washington Privacy Act and all other applicable privacy laws.
• The Employee will adhere to the Employer’s data protection policies and procedures.

7. Intellectual Property

• All process documentation, office manuals, process improvements, or other work product resulting from the Employee’s work shall be the sole property of the Employer.
• If the Employee is involved in creating policies or systems, the Employer shall have all rights, title, and interest in and to such materials.

8. Document Retention

• The Employee will adhere to the Employer’s document retention and destruction policies, and comply with Washington regulations regarding electronic records compliance.

9. Behavioral and Performance Standards

• The Employee will maintain professional communication, adhere to anti-harassment, anti-discrimination, and workplace civility standards as enforced by the Washington Law Against Discrimination (WLAD, RCW 49.60).
• The Employee will adhere to ethical business practices and use company resources responsibly.
• The Employee will meet leadership expectations in the office management context.
• The Employee will comply with the Employer’s technology security policy, access control procedures, and guidelines for using office management software, email/calendar systems, and document management platforms.

10. Non-Competition, Non-Solicitation, and Conflict of Interest

• Non-Competition:
  • Option A: The Employee is not subject to a non-competition agreement.
  • Option B: Subject to the requirements of Washington’s Engrossed Substitute House Bill 1450 (RCW 49.62), the Employee agrees to the following non-competition restrictions: [Specify Restrictions, adhering to compensation thresholds and enforceability standards]. Note that as of 2024, non-competes are generally unenforceable for annualized wages under $116,593.18.
• Non-Solicitation:
  • Option A: The Employee is not subject to a non-solicitation agreement.
  • Option B: During the term of employment and for a period of [Number] months following termination, the Employee will not solicit the Employer’s employees, customers, or clients.
• Conflict of Interest: The Employee will avoid any conflict of interest with the Employer, disclosing any potential conflicts promptly.

11. Retaliation

• The Employer prohibits retaliation against the Employee for lawful off-duty conduct in line with state protections.

12. Termination

• Employment is At-Will: 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 the terms below.
• Termination by Employer: The Employer may terminate the Employee’s employment immediately for cause, including, but not limited to, gross misconduct or a breach of confidentiality.
• Voluntary Resignation: The Employee must provide [Number] weeks’ written notice of resignation. The Employee will cooperate with the Employer to ensure a smooth transition.
• Final Wage Payment: Upon termination, the Employee will receive their final wage payment no later than the end of the next regular pay period, as required by Washington law.
• Company Property: The Employee will return all company property upon termination.
• Severance:
  • Option A: The Employee is not eligible for severance.
  • Option B: The Employee is eligible for severance benefits as detailed in the Employer’s severance policy, subject to the Employee signing an ADEA-compliant waiver of claims if they are age 40 or older.

13. Workplace Postings and Disclosures

• The Employer will maintain required workplace postings regarding harassment, discrimination, paid sick leave, and workplace safety.
• The Employee acknowledges receipt of the Employer’s policies on these topics.

14. Dispute Resolution

• The parties agree to attempt to resolve any disputes arising out of this Agreement through good faith internal complaint procedures.
• If internal procedures fail, the parties agree to attempt mediation or arbitration in [City, Washington].
• This Agreement shall be governed by and construed in accordance with the laws of the State of Washington.
• The exclusive jurisdiction for any legal action relating to this Agreement shall be in the state and federal courts located in [County, Washington].

15. Workers’ Compensation and Safety

• The Employee acknowledges Washington’s workers’ compensation and occupational safety programs (DOSH/WISHA).
• The Employee will follow the Employer’s accident reporting protocols.
• The Employee has access to mental health resources as part of Washington wellness initiatives.

16. Compliance with Local Ordinances

• The Employer will comply with all applicable local employment ordinances, including Seattle/King County minimum wage (where relevant), and city-level paid leave or secure scheduling rules if the role is in a covered area.

17. Background Checks and Work Authorization

• The Employee’s employment is contingent upon successful completion of a background check.
• The Employee will complete I-9 and E-Verify processes as required by state and federal law and provide documentation establishing authorization to work in the United States.

18. Acknowledgment

• The Employee acknowledges that they have reviewed, understand, and accept all provisions of this Agreement.

This Agreement may be updated periodically to reflect changes in Washington law, company policy, or the requirements of the office manager role.

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

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

____________________________
[Employee Legal Name]