Office Manager - AP and Reception

Marketopia is a global premier marketing agency for the tech industry. Our company helps organizations stand out and stay ahead of the curve by optimizing their brand and recognition through lead generation, CRM campaigns, web design, and much more! Our clients consist of numerous MSPs and Technology vendors across the US and the EMEA regions.

We put team first and always look for ways to collaborate and learn from each other. We offer a fast, fun, collaborative environment, a Florida-casual dress code, and First Friday celebrations that include live music, great eats, and lots of laughs.

We even have a company mascot — Duke, the world’s greatest golden Labrador, and an office regular.

The tasks of the Accounts Payable & Receptionist will include accounting, facilities, and administrative tasks. This position will be proficient in prioritizing, organizing, and working with little supervision and exercise discretion and independent judgment on tasks related to Accounts Payable and Office Management. They will be self-motivated and trustworthy and have a high level of confidentiality. Accounts Payable & Office Manager ensures the smooth running of our company’s offices and contributes to driving sustainable growth.

Supports the accounting team while providing essential services within the office. This position is integral to the office hierarchy and resolves many issues before they become larger problems.

• Accounts Payable – Manages the AP Process for Marketopia LLC and other locations
• Create new vendors in QuickBooks: Including Management of Taxpayer ID
• Understand and enter vendor invoices monthly
• Ensure occasional purchase requisitions are signed and processed
• Reconcile vendor AP/ prepaid general ledger accounts & subscriptions
• Recommend ways to reduce expenses/ new vendors/ negotiate rates/ price comparisons
• Manage credit card and expense Processes
• Reconcile corporate credit card expenses
• Conduct, document, and resolve all vendor invoice discrepancies
• Be aware of third-party services tied to customer contracts, to prevent overpayment
• Maintain company insurance policies on the calendar and prepare renewals
• Administer Employee Deductions and Cash bonuses
• Handle sensitive information in a confidential manner
• Create and update records and databases with financial and other data 
  

• Reception - Manages visitors and deliveries to Marketopia LLC
• Communicate and provide general support to visitors, team members, and other individuals to answer questions, disseminate or explain information, and address complaints
  

• Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail
• Review files, records, and other documents to obtain information to respond to requests
  

• Other duties as assigned
  

• Office Management - Manages the Facilities & Vendors for Marketopia LLC and other locations***
• Ensure contractors are performing services and invoices are accurate
• Maintenance issue schedule/resolve
• Coordinate/schedule repairs or maintenance as needed
• Operate & manage support of office machines such as photocopiers and scanners, facsimile machines, voicemail systems, and personal computers
• Communicate and provide general support to visitors, team members, and other individuals to answer questions, disseminate or explain information, and address complaints
• Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail
• Review files, records, and other documents to obtain information to respond to requests
• Run errands such as banking deposits
• Maintenance and cleaning of breakroom equipment as needed
• Maintain supplies inventory replace and order as necessary
• Submit timely projects and prepare presentations/documents as assigned
  

• Must have 3 years of experience in Accounting and/or Accounts Payable
• Bachelors degree preferred
• A minimum of 3 years experience with Quickbooks Online required
• Strong communication skills at all levels of the organization 
• Must be able to multi-task and work in a dynamic, fast-paced environment 
  

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.