Office Manager & Accounts Specialist

Job Title: Office Manager & Accounts Specialist

Location: Millburn

About Us:

Vincent Cusumano Architect PC is a dynamic architecture firm with over 27 years of experience delivering innovative design solutions across multiple states. We are seeking a detail-oriented and experienced Office Manager with a strong background in accounts payable and receivable to join our team and play a key role in the efficient management of our firm’s operations and finances.

Job Description:

The Office Manager & Accounts Specialist will oversee the day-to-day administrative operations of the firm while managing all aspects of accounts payable and receivable. This position requires exceptional organizational skills, financial expertise, and the ability to multitask in a fast-paced, creative environment.

Key Responsibilities:

Accounts Payable:

• Process and manage vendor invoices, ensuring timely and accurate payments.
• Reconcile accounts and resolve discrepancies with vendors and suppliers.

Accounts Receivable:

• Prepare and send client invoices, track payments, and follow up on overdue accounts.
• Maintain accurate records of receivables and prepare monthly financial reports.

Office Management:

• Maintain office systems, supplies, and equipment to ensure smooth daily operations.
• Serve as the point of contact for vendors, service providers, and internal staff.
• Coordinate schedules, meetings, and travel arrangements for team members as needed.

Financial Administration:

• Assist with budget preparation and expense tracking.
• Collaborate with the leadership team to ensure financial accuracy and compliance.

Human Resources Support:

• Manage employee records, onboarding processes, and office policies.
• Support payroll processing and benefits administration as needed.

Qualifications:

• Proven experience in accounts payable and receivable, with a strong understanding of accounting principles.
• Prior experience in office management or administrative roles, preferably in a professional services or architecture firm.
• Proficiency in accounting software (e.g., QuickBooks) and Microsoft Office Suite (Excel, Word, Outlook).
• Excellent organizational and time-management skills.
• Strong communication skills with the ability to interact effectively with clients, vendors, and team members.
• Attention to detail and ability to handle confidential information with discretion.

Preferred Qualifications:

• Familiarity with architecture or design industry operations.
• Experience with project management or scheduling software.