What are the responsibilities and job description for the Office Manager / Bookkeeper position at PrismHR?
About us
We are a small, specialized engineering firm focused on Naval Architecture/Marine Engineering. Our team is tight-knit, collaborative, and committed to delivering high-quality technical solutions.
Position Summary
We're currently seeking a reliable and detail-oriented Office Manager/Bookkeeper to support our operations in a part-time capacity.
This part-time position (approximately 20 hours per week) is ideal for someone who is highly organized, self-motivated, and experienced in both administrative and financial tasks. The Office Manager/Bookkeeper will play a key role in ensuring the smooth day-to-day operation of the office, managing our financial records, and supporting our team with essential office functions.
Essential Duties and Responsibilities
- Bookkeeping & Financial Support:
- Manage accounts payable and receivable
- Process client invoices and follow up on payments
- Reconcile bank and credit card statements
- Maintain the general ledger using [QuickBooks / Xero / other]
- Prepare financial reports and assist with budgeting
- Support external accountant with tax prep and compliance
- Process payroll and manage employee reimbursements and PTO tracking Office Administration:
- Maintain office organization and supplies
- Coordinate vendor relationships and manage service contracts
- Oversee HR recordkeeping and assist with onboarding new hires
- Schedule meetings, track deadlines, and support calendar management
- Prepare proposals and assist with basic project documentation
- Ensure compliance with business licenses, insurance, and certifications
Knowledge, Skills and Abilities
- Proficient in accounting software (e.g., QuickBooks, Xero) and Microsoft Office
- Strong attention to detail and organizational skills
- Ability to manage time effectively and work independently
- Excellent written and verbal communication skills
Education & Experience
- Degree or certification in Accounting, Business Administration, or a related field preferred
- Experience in bookkeeping and office administration (preferably in a small business or professional services firm)
- Prior experience in an engineering or technical office is a plus
