Office Manager/Administrative Assistant/Bookkeeper

Job Title: Office Manager/Administrative Assistant/Bookkeeper

Job Overview:

We are seeking a highly organized, detail-oriented, and professional individual to manage administrative, bookkeeping, and office management functions for multiple facilities. This role requires exceptional multitasking, communication, and problem-solving skills, as well as proficiency in both office administration and accounting practices. The ideal candidate will be able to effectively manage day-to-day office operations while providing strong administrative support to management, ensuring smooth business processes across all entities.

Job Responsibilities:

• Administrative Support:
• Assist management with various administrative tasks for multiple facilities, ensuring seamless operations from the corporate office.
• Act as a point of contact for clients, vendors, and associates, answering inquiries and providing assistance as needed.
• Maintain and organize office files, records, and documentation for all facilities.
• Preparing necessary materials and agendas for meeting and appointments schedule for Management , when needed.
• Bookkeeping & Accounting:
• Maintain accurate and up-to-date bookkeeping records for multiple facilities, including accounts payable (AP) and accounts receivable (AR).
• Perform monthly bank reconciliations to ensure all financial transactions are accurately recorded and align with bank statements.
• Collaborate with external CPA for tax filings and year-end reporting.
• Process and maintain payroll for employees across multiple facilities, ensuring accuracy and timely payments.
• Handle invoicing, billing, and tracking of payments for each company.
• Generate and run financial reports for management, providing insights into financial health, outstanding balances, and upcoming due dates.
• Financial Transactions & Banking:
• Make necessary bank deposits, ensuring funds are properly processed and recorded.
• Handle all banking responsibilities for multiple facilities, including maintaining banking relationships and managing petty cash.
• Work with management to ensure financial transactions are completed in a timely and organized manner.
• General Office Management:
• Ensure the office is maintained in an organized and professional manner, overseeing supplies, equipment, and general office needs.
• Implement and manage efficient office systems to improve workflows and communication within the team.
• Assist in maintaining and updating internal systems and databases.
• Provide clerical support for special projects or tasks as directed by management.

Skills and Qualifications:

• Organizational Excellence: Exceptional organizational skills, with the ability to manage multiple priorities and tasks in a fast-paced environment.
• Attention to Detail: High level of accuracy and attention to detail in all areas of work, particularly in financial record-keeping.
• Communication Skills: Excellent written and verbal communication skills, with the ability to professionally interact with internal and external stakeholders.
• Technical Proficiency: Advanced proficiency in QuickBooks and Microsoft Office (Excel, Word, Outlook), with a strong ability to learn new software and systems as required.
• Bookkeeping & Payroll Expertise: Strong knowledge and experience with bookkeeping, accounts payable/receivable, payroll processing, and financial report generation.
• Problem-Solving Skills: Ability to identify issues and propose solutions in a timely and efficient manner, ensuring minimal disruption to office operations.
• Time Management & Multitasking: Proven ability to prioritize tasks, work under pressure, and meet deadlines, managing competing responsibilities across various companies.
• Confidentiality: Ability to handle sensitive financial and personnel information with discretion and confidentiality.

Working Hours:

• Part-time, Monday to Friday, from 9:00 AM to 3:00 PM or 9:30 AM to 3:30 PM.

If you have a strong background in administrative support and bookkeeping and are excited to work in a dynamic, multi-faceted office environment, we would love to hear from you. Apply today to join our team and contribute to the growth and success of our companies!

Job Type: Part-time

Pay: $26.00 - $28.00 per hour

Benefits:

• Flexible schedule
• Paid time off

Schedule:

• Monday to Friday

Education:

• Associate (Preferred)

Experience:

• QuickBooks: 2 years (Required)

Work Location: In person

Salary : $26 - $28