Office Manager
Full time position available for an extremely organized and detail-oriented person to be the first point of contact in a fast paced professional office environment. Duties include client and visitor reception/service, answer/direct incoming calls, complex client billing, A/R, A/P, oversee HR and payroll, inventory management, and office upkeep. Must be courteous, client focused, detailed, and accurate with excellent time management, problem solving and logical thinking skills.
PRIMARY RESPONSIBILITIES
Responsible for client services, office administration and general accounting duties
Reception/Client Management
- Maintain the front office and conference rooms for a neat, professional appearance
- Greet and welcome clients and visitors, verify appointments
- Monitor and coordinate conference rooms/schedule
- Answer and respond to telephone calls with professionalism
- Manage inventory of reception/conference room supplies
- Assist in customer care as needed
Correspondence
- Pick up, sort and distribute mail daily
- Prepare and send out correspondence as directed by management
Accounting
- Post client payments to general ledger
- Make daily bank deposits
- Collection of overdue accounts
- Post vendor invoices to general ledger
- Payables: ensure all vendor invoices are approved and paid in a timely manner
- Prepare client invoices on recurring and per project basis
- Prepare, run and post employee payroll
- Reconcile and manage credit cards
- Reconcile bank accounts
- Process ACH transactions
- Record expenses to client projects
- Sales Tax processing and payments
- Ad Hoc accounting maintenance
Inventory Management
- Monitor inventory and purchase office supplies on a regular basis
- Ensure all equipment is working properly
Office Participation
- Perform other tasks as assigned by management
Human Resources
- Assist with hiring and onboarding/off boarding of employees
- Maintain employee policies and handbook
- Employee benefits management and payments
- Company event and travel planning and arrangements
- Review staff time records daily for completion and accuracy
- Keep accurate records of employee attendance, paid time off and overtime hours
Additional ad hoc requests from leadership
PERSONNEL REQUIREMENTS
Education/Experience
- College degree or equivalent experience
- Minimum of 2 years office experience
- General computer knowledge with experience in accounting software, Excel and Word
Interpersonal
- Must be courteous and client focused
- Must be extremely organized, detail oriented and accurate
- Good time management, problem solving and logical thinking skills
