West Virginia office manager employment contract template

West Virginia Office Manager Employment Contract

This West Virginia Office Manager Employment Contract (the "Agreement") is made and entered into as of [Date of Signing], by and between [Company Name], a company organized and existing under the laws of West Virginia, with its principal place of business at [Company Address] ("Employer"), and [Employee Name], residing at [Employee Address] ("Employee").

1. Position

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

Option B: The Employee is hired as an Office Manager for a probationary period of [Number] days, subject to satisfactory performance.

The Employee's duties shall include, but are not limited to:

• Supervising administrative staff, including hiring, training, and performance management.
• Managing office supplies and procurement.
• Maintaining office equipment and records.
• Overseeing scheduling and calendar management.
• Handling internal and external communications.
• Ensuring regulatory and records compliance, including adherence to West Virginia records retention laws.
• Managing office budgets and petty cash.
• Processing invoices and expenses.
• Facilitating onboarding and HR administrative tasks.
• Overseeing document retention and destruction per West Virginia records laws.
• Coordinating workplace safety programs and emergency procedures.
• Maintaining relationships with building management and service vendors.
• Other duties as assigned by the Employer.

2. Qualifications & Skills

The Employee represents and warrants that they possess the following qualifications:

• Option A: A Bachelor's degree in Business Administration or a related field.
• Option B: [Number] years of experience in office management.

The Employee must possess a valid [Type of License, if applicable] license.

The Employee must be proficient in the following software:

• MS Office Suite (Word, Excel, PowerPoint, Outlook)
• QuickBooks
• [Scheduling Platform(s)]
• Other: [List any other necessary software]

3. Reporting Structure

The Employee will report directly to [Direct Manager's Name and Title].

The Employee has the authority to delegate tasks to administrative staff.

The Employee will act as a liaison between [Departments/Teams].

4. Work Location

The Employee's primary work location will be at [Address of Primary Work Location in West Virginia].

Option A: This position [is/is not] eligible for hybrid/remote work.

If eligible, the remote work policy outlined in the Employee Handbook applies, including requirements for technology, data security, and protection of physical assets. All remote work will be conducted in accordance with West Virginia privacy statutes.

Option B: Remote Work Policy: [Include full remote work policy if applicable].

5. Employment Status & Hours

The Employee's employment status is full-time.

The Employee's minimum weekly hours are [Number].

The Employee's core business hours are [Start Time] to [End Time], [Days of the Week].

The Employee [is/is not] eligible for overtime pay.

If eligible, overtime will be paid at a rate of one and one-half (1.5) times the Employee's regular hourly rate for all hours worked over 40 in a workweek, in accordance with WV Code §21-5C.

The Employee is entitled to meal and rest breaks as mandated by West Virginia wage and hour laws.

6. Compensation

Option A: The Employee's base salary will be [Dollar Amount] per year, payable [Frequency of Payment].

Option B: The Employee's hourly wage will be [Dollar Amount] per hour, payable [Frequency of Payment].

Payment will be made via [Method of Payment, e.g., direct deposit, check].

Option A: The Employee [is/is not] eligible for a performance bonus.

If eligible, the terms of the bonus plan are outlined in [Location of Bonus Plan Document].

Option B: The Employee may be eligible for a performance bonus of up to [Dollar Amount or Percentage], based on achieving predetermined goals.

The Employee [is/is not] eligible for a stipend for continuing education or certifications relevant to office management. If eligible, the amount is [Dollar Amount] per year, subject to Employer approval.

The Employee will be reimbursed for work-related travel or supplies in accordance with the Employer's expense reimbursement policy.

7. Benefits

The Employee is eligible to participate in the Employer's benefits package, including:

• Health, dental, and vision insurance available under the Employer's plan, subject to eligibility requirements.
• Paid Time Off (PTO): [Number] days per year, accrued according to the Employer's PTO policy.
  • Accrual rate: [Define Accrual Rate]
  • Carry-over policy: [Define Carry-over Policy]
  • Payout of unused PTO upon termination will be in accordance with West Virginia employment law.
• Sick Leave: [Number] days per year, accrued according to the Employer's sick leave policy.
• Bereavement Leave: [Number] days for eligible family members.
• Parental Leave: In accordance with applicable state and federal laws.
• Paid West Virginia state and federal holidays.
• Option A: Retirement plan: [401(k) plan, with Employer matching up to [Percentage]].
• Option B: Retirement plan: [Simple IRA with [Percentage] employer contribution].
• Option A: Tuition reimbursement: Up to [Dollar Amount] per year for approved courses.
• Option B: Payment of dues for [Name of Professional Association].

8. Workplace Safety & Occupational Health

The Employee will comply with all applicable workplace safety and occupational health requirements, including those outlined by the West Virginia Office of Miners' Health, Safety and Training or other applicable state OSHA requirements for offices.

The Employee is responsible for implementing and enforcing emergency procedures, including evacuation plans and first aid protocols.

The Employee is responsible for reporting any workplace incidents or injuries immediately to [Designated Person/Department].

9. Confidentiality & Data Protection

The Employee acknowledges that they will have access to confidential information belonging to the Employer, its clients, and its employees.

The Employee agrees to maintain the confidentiality of all such information, both during and after their employment.

If handling medical or sensitive personal data, the Employee will comply with all applicable HIPAA and other privacy requirements.

The Employee will take all necessary measures to safeguard confidential company information, including passwords, electronic data, and physical documents.

10. Intellectual Property

All office management materials, internal procedural manuals, and process improvements authored by the Employee during their employment shall be the sole and exclusive property of the Employer.

The Employee is prohibited from using the Employer's intellectual property for personal gain or for the benefit of any third party.

11. Professional Conduct & Equal Opportunity

The Employee is expected to maintain a professional demeanor at all times, adhering to the Employer's dress code and code of conduct.

The Employer is an equal opportunity employer and does not discriminate on the basis of race, color, religion, ancestry, sex, age, blindness, disability, national origin, or any other protected category under the West Virginia Human Rights Act (WV Code §5-11).

The Employer has a zero-tolerance policy for workplace harassment or discrimination. The Employee is responsible for reporting any incidents of harassment or discrimination to [Designated Person/Department].

12. Employment At-Will

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

Option A: In the event of voluntary termination, the Employee shall provide the Employer with [Number] weeks' written notice.

Option B: This is an at-will employment relationship and no notice is required from either party for termination.

If severance is offered upon termination, the terms will be outlined in a separate agreement.

The Employee's final paycheck will be issued in compliance with the West Virginia Wage Payment and Collection Act.

Upon termination, the Employee shall return all keys, IT equipment, access cards, and confidential information belonging to the Employer.

13. Non-Solicitation/Non-Compete

Option A: During the term of employment and for a period of [Number] months following termination, the Employee shall not solicit any clients, vendors, or employees of the Employer.

Option B:

• During the term of employment and for a period of [Number] months following termination, the Employee shall not solicit any clients, vendors, or employees of the Employer.
• Employee agrees that for a period of [Number] months following termination of employment, within a [Number] mile radius of the Employer's principal place of business in West Virginia, Employee shall not engage in any business that directly competes with the Employer, as it relates to office management services. This provision is intended to be narrowly tailored and compliant with West Virginia law.

14. Disciplinary Procedures

The Employer's disciplinary procedures are outlined in the Employee Handbook. These may include progressive discipline steps, warnings, and appeals.

15. Compliance with Laws

The Employee will comply with all applicable West Virginia labor statutes, federal employment laws (FLSA, ADA, FMLA), and E-Verify requirements.

The Employee will ensure that all office records are maintained in compliance with applicable laws and regulations.

Worker’s compensation insurance is provided by the employer in line with WV Code §23-2.

16. Employee Handbook

The Employee acknowledges receipt of the Employee Handbook and agrees to adhere to all company policies and state-mandated practices.

17. Training & Performance Evaluations

The Employee will participate in job-specific training and professional development as required by the Employer.

The Employee will participate in periodic performance evaluations.

18. Dispute Resolution

The Employer and Employee agree to attempt to resolve any disputes arising out of or relating to this Agreement through internal complaint mechanisms and mediation.

This Agreement shall be governed by and construed in accordance with the laws of the State of West Virginia. Any formal legal proceedings shall be conducted in the state courts of West Virginia.

19. Accommodation of Disabilities

The Employer will provide reasonable accommodations to qualified individuals with disabilities in accordance with state and federal law. The Employee may request a reasonable accommodation by contacting [Designated Person/Department].

20. Workplace Safety Initiatives

The Employee will participate in workplace safety initiatives, emergency drills, and documentation of safety meetings for compliance with West Virginia regulations.

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], [Employer Representative Title]

Date: ____________________________

____________________________
[Employee Name]

Date: ____________________________