What are the responsibilities and job description for the Office Administrator/Bookkeeper position at ProStaff Solutions Inc?
We are looking for a highly organized and detail-oriented individual to take on a key role as an Office Administrator/Bookkeeper to our client in Miami Beach, Florida. This dynamic position is essential for ensuring smooth office operations, maintaining financial accuracy, and providing executive support. If you feel you are a strong fit, we’d love to connect and discuss this exciting opportunity further.
Full-time Onsite
Direct Hire
Schedule: Monday-Friday, 9 am - 5 pm
Job Summary:
In this role, you will oversee office management responsibilities, handle bookkeeping tasks, and provide executive-level assistance to the CEO. Your responsibilities will include managing office resources, maintaining financial records, coordinating administrative and executive tasks, and supporting membership and event initiatives.
Key Responsibilities:
Office Administration:
o Manage day-to-day office operations, including maintaining office supplies, equipment, and facilities.
o Oversee the scheduling and coordination of meetings, conferences, and events held at the Chamber.
o Maintain organized and up-to-date physical and digital filing systems.
o Ensure a clean, welcoming, and professional lobby, waiting area, and office environment.
Bookkeeping:
o Maintain accurate financial records, including accounts payable, accounts receivable, and payroll processing.
o Reconcile bank statements and prepare monthly financial reports.
o Assist with budget preparation and expense tracking.
o Process invoices, payments, and reimbursements in a timely manner.
o Work closely with the Chamber's accountant to prepare for audits and tax filings.
Executive Assistance to the CEO:
o Manage the CEO's calendar, schedule meetings, and coordinate travel arrangements.
o Prepare and organize materials for meetings, presentations, and events.
o Act as a point of contact for internal and external stakeholders on behalf of the CEO.
o Handle confidential information with discretion and professionalism.
o Assist with special projects and initiatives as directed by the CEO.
Administrative Support:
o Provide administrative assistance to the executive team and other staff members as needed.
o Prepare and distribute internal and external correspondence, reports, and documents.
o Manage phone calls, emails, and inquiries, directing them to the appropriate personnel.
o Manage incoming and outgoing mail and packages.
Membership Support:
o Assist with the onboarding of new members and the renewal process for existing members.
o Maintain accurate membership records and databases.
o Respond to member inquiries and provide excellent customer service.
Event & Marketing Coordination:
o Assist in planning and executing Chamber events, including logistics, RSVP tracking, and on-site support.
o Assist in the distribution of promotional materials and communications to members and the community.
Qualifications:
• Bachelor’s degree in business administration, accounting, office management, or a related field preferred.
• 2 years of office management, bookkeeping, or executive assistant experience.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and QuickBooks or similar accounting software.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent written and verbal communication skills.
• Customer service-oriented with a friendly and professional demeanor.
• High level of discretion and confidentiality.
• Familiarity with the Miami Beach community and local businesses is a plus
Benefits:
• Salary based on experience.
• Health, dental, and vision insurance.
• Paid vacation and sick leave as well as federal holidays.
• Opportunities for professional development.
• A supportive and collaborative work environment
Please visit us at https://www.prostaffworkforce.com/ to explore all opportunities.
#IND4
Full-time Onsite
Direct Hire
Schedule: Monday-Friday, 9 am - 5 pm
Job Summary:
In this role, you will oversee office management responsibilities, handle bookkeeping tasks, and provide executive-level assistance to the CEO. Your responsibilities will include managing office resources, maintaining financial records, coordinating administrative and executive tasks, and supporting membership and event initiatives.
Key Responsibilities:
Office Administration:
o Manage day-to-day office operations, including maintaining office supplies, equipment, and facilities.
o Oversee the scheduling and coordination of meetings, conferences, and events held at the Chamber.
o Maintain organized and up-to-date physical and digital filing systems.
o Ensure a clean, welcoming, and professional lobby, waiting area, and office environment.
Bookkeeping:
o Maintain accurate financial records, including accounts payable, accounts receivable, and payroll processing.
o Reconcile bank statements and prepare monthly financial reports.
o Assist with budget preparation and expense tracking.
o Process invoices, payments, and reimbursements in a timely manner.
o Work closely with the Chamber's accountant to prepare for audits and tax filings.
Executive Assistance to the CEO:
o Manage the CEO's calendar, schedule meetings, and coordinate travel arrangements.
o Prepare and organize materials for meetings, presentations, and events.
o Act as a point of contact for internal and external stakeholders on behalf of the CEO.
o Handle confidential information with discretion and professionalism.
o Assist with special projects and initiatives as directed by the CEO.
Administrative Support:
o Provide administrative assistance to the executive team and other staff members as needed.
o Prepare and distribute internal and external correspondence, reports, and documents.
o Manage phone calls, emails, and inquiries, directing them to the appropriate personnel.
o Manage incoming and outgoing mail and packages.
Membership Support:
o Assist with the onboarding of new members and the renewal process for existing members.
o Maintain accurate membership records and databases.
o Respond to member inquiries and provide excellent customer service.
Event & Marketing Coordination:
o Assist in planning and executing Chamber events, including logistics, RSVP tracking, and on-site support.
o Assist in the distribution of promotional materials and communications to members and the community.
Qualifications:
• Bachelor’s degree in business administration, accounting, office management, or a related field preferred.
• 2 years of office management, bookkeeping, or executive assistant experience.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and QuickBooks or similar accounting software.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent written and verbal communication skills.
• Customer service-oriented with a friendly and professional demeanor.
• High level of discretion and confidentiality.
• Familiarity with the Miami Beach community and local businesses is a plus
Benefits:
• Salary based on experience.
• Health, dental, and vision insurance.
• Paid vacation and sick leave as well as federal holidays.
• Opportunities for professional development.
• A supportive and collaborative work environment
Please visit us at https://www.prostaffworkforce.com/ to explore all opportunities.
#IND4
