Office Manager

SUMMARY The Office Manager works closely with the Operations Manager to ensure the day-to-day business operations of the organization runs smoothly including managing the finances, human resources and office operation functions while providing administrative support to our small firm.  The Office Manager will be proactive, an exceptional communicator, have great customer service skills, is highly organized, detail-oriented, comfortable with new challenges, and have the ability to work independently and within a team.   ESSENTIAL JOB FUNCTIONS Financial Administration :   Manage and administer the Finance, AR / AP, Recordkeeping and Purchasing activities Maintain the accurate recording of entries in QuickBooksOn Line Verifying receipts, invoices and payments for accuracy and consistency Execute bank transfers in line with the profit first model Prepare and run payroll including processing expense and mileage reimbursements, and commissions Regularly troubleshoots financial discrepancies and proposes solutions for process improvements Collaborate with financial professional partners and fulfill all requests Human Resources : Manage employee files and reporting in our HR software Facilitate employee onboarding and offboarding processes with our professional  HR partner Manage employee benefit plans and lead employee review process Office Operations : Manage software subscriptions and work with professional IT partners to meet the needs of the team Oversee procurement specialist in ordering, tracking, scheduling deliveries, and claims Support CEO with scheduling, email management, and other administrative tasks Oversee design intern in project management and administrative tasks Oversee and / or execute general office management tasks, including managing office supplies, designer resource library, and vendors Lead Management : Manage lead and client onboarding process including responding to inquiries by phone and email,  preparing contracts and invoices, creating profiles in the client portal, and procurement software Collaborate with marketing team on sales strategy for lead generation   Other : Works harmoniously and collaboratively with team members to accomplish agency objectives. All other duties as assigned   EDUCATIONAL REQUIREMENTS  Bachelor’s Degree in Administration, Office Management, Finance, or related field, or work experience in office management required.   EXPERIENCE REQUIREMENTS Two to five (2-5) years of related experience in finance, operations, or administration. Experience in customer service is a plus. Mastery of accounts payable and receivable processes. Knowledge of Generally Accepted Accounting Principles.   SOFTWARE EXPERIENCE Knowledge of relevant accounting software and Proficiency in QuickBooks Online required. Proficient in data entry Proficient in Microsoft Office / Excel   REQUIRED ABILITIES   Act independently Initiate, and motivate self and others Analyze data Block scheduling Analyze situations Manage and work under pressure Attend to details Prioritize, multi-task and organize work Communicate verbally & in writing Problem-solve Concentrate Think creatively Empathize Work without supervision Identify problems Guide the work of others Possess a professional friendly demeanor Ability to motivate others   REQUIRED SKILLS   Relationship management and exemplary customer service Organize work to maximize productivity Actively listen to fully understand circumstances Utilize Concetti calendar system & block scheduling  Demonstrate strong interpersonal communication skills Resolve conflicts to facilitate goal achievement Collaborate with others to maximize innovation and effectiveness Use empathy to understand the point of view of others Communicate ideas, thoughts, knowledge, and information to foster clarity and engage others Respond effectively to sensitive inquiries or complaints Consider multiple costs and benefits when problem solving to arrive at most effective decision Resolve issues using conflict management skills Focus on details to reduce errors and increase efficiency Exercise tact, discretion, and diplomacy Plan Work / Manage time effectively to ensure all work is completed timely and effectively Manage multiple priorities and demands within established requirements   REPORTS TO   Operations Director   ESSENTIAL PHYSICAL REQUIREMENTS   Ability to : Ascend or Descend – Ability to move on an incline or decline, Lifting at least thirty (30) pounds or more, Hearing, Standing, Walking, Reaching, Bending, Twisting, Grasping / Finger manipulation, Discerning colors, Visual acuity, Hand dexterity, Sitting   WORK ENVIRONMENT   Indoor environments in a climate-controlled building Standard office environment  Infrequent exposure to dust, debris and loud noises related to construction zones Must have high-speed internet access and access to quiet, well-kept space per Remote Work guidelines   Disclaimer This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under their supervision. All principal duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time.   Powered by JazzHR