Office Manager/Bookkeeper

Job description

Our parent company R&S Design Gallery has been in business since 1989. In, 2010, R&S’s sister company Marble Products International was established which specializes in producing unique marble products sold throughout North America and abroad. We have the resources to be at the cutting edge of the latest trends, fashions, decor, manufacturing, production and technologies that are available to us, to you, from all over the world.

We are a family owned and operated company that takes pride in providing outstanding customer service while offering unique, high quality marble home decor and premier memorial products. Our company culture is a fun, relaxed atmosphere where our employees share a common passion and drive to succeed. We act with integrity and above all value our customers just as we value each and every member of our team.

Office Manager Job Description

The Office Manager will organize and coordinate office administration and procedures, ensuring organizational effectiveness and efficiency in the office. The Office Manager is responsible for developing and streamlining administrative procedures, office staff supervision and task delegation. This role is also responsible for processing payments, update inventory, communicate with customers and other office duties as assigned.

This role requires an energetic professional who doesn’t mind wearing multiple hats. Experienced at handling a wide range of administrative and executive support related tasks, this role will work independently with little or no supervision. This role will also require a positive, forward-thinking mindset: someone that can identify potential issues and develop/recommend solutions that evolve with the resources available to the business.

Immediate Supervisor

This position will report to the President and to the Operations Manager.

Examples of Responsibilities:

The following list provides a sample of the job duties to be performed by the office manager. This list is not intended to be comprehensive; additional job duties – as identified by the President – may be assigned at any point according to the skillset and experience of the manager, as well as the need of the business.

· Manage relationships with vendors, service providers, and building management; ensure all services are invoiced and paid on time

· Manage contract and price negotiations with office vendors, service providers and the office lease

· Respond to customer email inquiries, process payments and enter invoices when needed and run reports

· Answers phone and emails to support customers

· Provide support and customer service to office visitors

· Advise customers on merchandise price, features, and/or on fees and services

· Assists individual and/or customers in the ordering; as appropriate, assist in the scheduling and delivery logistics of merchandise

· Prepares routine reports such as sales, accounts receivable/payable, orders, credit card receipts, bank deposits as required.

· Add/update inventory and products in QuickBooks

• Enter invoices in Quickbooks and receive payments as well

· Assists in marketing/outreach campaigns

· Create and assist in the development of business documents, as requested by the President

· Maintains office staff by assisting in the recruiting, acquisition, management and – when appropriate.

· Assist in the onboarding process for new hires

· Add new products to websites for MPI and R&S

· Add/update products on all vendor portals

· Schedule meetings and appointments for executives

· Address employee’s queries regarding office management issues (e.g. hardware and travel arrangements)

· Liaise with facility management vendors, including cleaning, and security services

· Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly assigned and monitored

· All other projects given by the president as assigned

Job Requirements:

· Proven experience as an Office Manager of more than 2 years

· In-depth understanding of office management procedures and departmental and legal policies

· Familiarity with financial and facilities management principles

· Proficient in MS Office, CRM software, Project Management software and Microsoft Business Dynamics is preferred.

· An analytical mind with problem-solving skills

· Excellent organizational and multitasking abilities

· A team player with leadership skills

· Understanding of social media (Facebook, Twitter, LinkedIn)

· Understanding office equipment (fax, phone, scanner)

· 2 years of experience with Bookkeeping/Accounting knowledge experience specifically with Quick Books is a must.

· Associate degree required (B.A. or B.S. preferred)

Full time/ On-site position

Monday – Friday 9:00 AM – 5:30 PM

Job Type: Full-time

Pay: $23.00 - $23.50 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance
• MPI contributes 6% towards total earnings each month in a SEP IRA plan, after one year of employment has been completed.

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

Work Location: In person

Job Type: Full-time

Pay: $23.00 - $23.50 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No weekends

Work Location: In person

Salary : $23 - $24