AI for office managers
Ultramarine Work reads the folder with your vendor contracts, invoices, card statements and I-9s. It drafts the redline, builds the exception list or the coverage schedule, runs the card audit, and nothing gets paid until you check it.
I-9-self-audit.xlsxExampleI-9 self-audit, hires since Jan 1
- EMP-0244Mar 16, 2026No I-9 on fileFlagged
Complete a new I-9 now with current dates, and attach a signed note explaining why it is late.
- EMP-0231Feb 3, 2026Late Section 2Ready
Section 2 was signed Feb 10, two business days late, so attach a dated note explaining the delay.
- EMP-0258Apr 6, 2026Blank fieldWaiting
Section 1 has no signature date, so the employee adds it and initials and dates the correction.
- EMP-0270Jun 1, 2026Blank fieldReady
Section 2 lists the passport without its expiration date, so the reviewer adds, initials and dates it.
How it works
- 1
Pull the admin files into one folder
Drop in the scanned invoices and card statements, the budget tracker, signed contracts, the floor plan, onboarding packets and last year’s schedules, whatever names they carry on your shared drive.
- 2
Ask for the work
You ask for the renewal tracker, the three-way match exceptions, the card audit or the redline, and each file arrives with live formulas in the workbooks, a source behind every number and a note on anything it could not reconcile.
- 3
Check it, then make the call
Sample-check the exceptions against the paper, call the vendor back on the number already in your file, and get a second approval. You decide what is paid, signed, posted and sent.
Inside the Office Management mode
Contract drafting and redlining
The vendor’s draft comes back marked up against our current agreement, with an issues list ready for the pushback on price, notice and indemnity terms.
Close variance and forecasting
Budget lines up next to actual by category, the outliers get a line-by-line explanation, and the forecast updates as headcount, rent or vendors change.
Payables processing and controls
Invoices go through the three-way match to POs and packing slips, likely duplicates are caught, and bank-detail changes wait for a callback before payment.
Expense reports and audit
It checks card statements and receipts against policy and per diem, and drafts the follow-ups for missing receipts, thin business purposes and duplicates.
Emergency action plan
The floor plan becomes an evacuation plan with exit assignments, floor monitors, a headcount method and a drill log, checked against 1910.38’s six elements.
Records retention and disposition
It maps office records to their retention periods and citations, keeps the disposition log and flags whatever a legal hold freezes.
Staff scheduling
You get the coverage grid and rotated desk shifts, with weekly hours against the 40-hour FLSA line and breaks and premiums checked before the schedule goes out.
Operating metrics and reviews
The monthly ops pack for the leadership meeting comes with spend by category, open tickets, vendor performance and headcount changes.
HR compliance and records
Personnel, medical and I-9 files stay separate, and the I-9 self-audit, state harassment-training deadlines and required postings get their own checklist.
- Office skills
- Excel, Word, PowerPoint, PDF
- Tools
- Read, edit and write files, Search files, Run code, Search and read the web, View images
- Connectors
- SharePoint, Google Drive, Gmail, and additional custom connectors
- House style
- Your fonts, layouts and rules, on every file
Ask it for
“Mark up the janitorial contract Northbay Building Services sent and list every auto-renewal, indemnity and pricing change against our current agreement.”
Northbay-redline.pdf“Match December vendor invoices to purchase orders and packing slips, itemize every exception, and list anything that duplicates an invoice we already paid.”
AP-december-exceptions.xlsx“Audit the September card charges against receipts and our $65 daily meal allowance, and flag missing business purposes, split charges and duplicates.”
Card-audit-September.xlsx“Compare March office spend to budget by category, explain every category over budget by more than 10% or $1,000, and cite the invoices behind each one.”
March-office-variance.xlsx“Draft the Portland office emergency action plan from the floor plan: exit routes, critical shutdowns, evacuation headcounts and drills, checked against 1910.38.”
Emergency-action-plan.docx“Go through the I-9s for everyone hired since January, flag every missing form, late Section 2 and blank field, and list the fixes before an ICE audit.”
I-9-self-audit.xlsx
Who it’s for
Office managers, office administrators and coordinators, and administrative services managers who run an office or an organization's administrative services.
Questions
Is employee data like I-9s and payroll safe in the folder?
Your compliance team gets the first word on whether I-9s and payroll files belong in the folder at all. Ultramarine Work changes files only in the project’s folder. When a request needs it, it can read files elsewhere on your computer, never passwords, keys or app data, and you can turn that off in settings. The model runs on Paper Instruments’ servers, so the content it works on is sent there to be processed. Paper Instruments is SOC 2 Type II, and our security and compliance details are on our compliance page.
Will it catch a fake vendor email that changes bank details?
No, it cannot promise to catch fraud, so treat its warnings as review tasks rather than answers. It does flag bank-detail changes for out-of-band verification, though, and the payables skill lays out what has to happen: a callback to the number already in your vendor file, never the one on the email, a second approval, and a hold on the first payment. The callback and the pay-or-hold decision are yours.
Does it build schedules that follow overtime and break rules?
Yes, the scheduling skill checks a draft schedule for daily and weekly overtime, rest between shifts, meal and rest breaks, and fair workweek notice and premium requirements where those laws apply. It shows what it flagged and why, and you review the flags against your own state and city rules before it goes out. Deciding when a premium is owed, say after a reporting-time miss or a split shift, is your judgment.
Do I still have to check everything it produces?
Yes, review every file it touched. Its skills tell it to trace each number to the file it came from and to note what it could not find or reconcile instead of guessing. A citation is not a guarantee. Nothing goes out, gets paid or gets posted on its word.