What are the responsibilities and job description for the Office Manager/Bookkeeper position at Integrated Wireless Technologies LLC?
Job Title: Office Manager / Bookkeeper
Company: Integrated Wireless Technologies, Holbrook, NY
We are seeking a highly organized and detail-oriented Office Manager / Bookkeeper to oversee the smooth day-to-day operations of our office and manage our company’s financial records. The ideal candidate will possess exceptional organizational skills, strong communication abilities, and the ability to prioritize multiple tasks effectively. The foundation of the position is to supply efficient administrative functions and maintain a positive work environment.
Responsibilities:
Office Operations:
o Work with management to implement and maintain office procedures, manage the company handbook and manage all company insurances including health, vehicle and liability.
o Manage filing systems, oversee office equipment maintenance, coordinate facility management tasks, maintain office supplies inventory.
Communication:
o Effectively communicate with staff at all levels, including senior management, clients, and vendors.
o Complete documents in support of various company functions to include but not limited to Bid Responses, Contract Applications, Information Requests, Certified Payroll, etc.
Team Support:
o Assist with onboarding new employees, provide administrative support to team members, and foster a positive team dynamic.
o Act as the ethics and equal opportunity coordinator for company employees.
Event Planning:
o Coordinate company events, meetings, and conferences.
Accounts Payable Management:
o Accurately record daily financial transactions including sales, purchases, expenses, and payments into the accounting system. Serve as the manager to the accounts receivable staff.
o Maintain organized electronic and physical files for financial documents.
o Reconcile bank statements and credit card transactions to ensure accuracy.
o Process weekly payroll in the ADP TotalSource systems, including 401k plan and ancillary insurance (i.e. Aflac).
o Process accounts payable invoices from vendors, verifying accuracy and coding expenses.
Financial Reporting:
o Generate and analyze monthly and quarterly financial reports including income statements, balance sheets, and cash flow statements.
o Prepare reports for management, highlighting key financial trends and metrics.
o Adhere to all relevant accounting standards and regulations.
o Maintain confidentiality of financial information to include, but not limited to, the company’s cash position and employee salaries.
Tax Preparation Support:
o Assist with gathering necessary documentation for tax filings.
o Collaborate with tax professionals to ensure accurate tax returns.
Education:
o High School Diploma or equivalent required, Associate Degree in Accounting (or related field) required, Bachelors of Science in Accounting preferred.
Experience:
o Proven experience as an Office Manager or similar administrative role.
o Minimum of 2 years of experience as a bookkeeper in a professional setting.
Skills:
o Proficiency in accounting software (e.g., QuickBooks); preferred experience with IBM AS400 systems.
o Excellent proficiency in Microsoft Office Suite and other relevant software.
o Strong emphasis on accuracy and attention to detail. Detail-oriented with a high level of accuracy.
o Strong organizational skills and ability to prioritize tasks and meet deadlines. Ability to work independently and as part of a team.
o Solid understanding of basic accounting principles
o Excellent communication and interpersonal skills, both written and verbal.
o Must pass background check and credit check if an offer of employment is made and accepted.