SUMMARY

The Office Manager works closely with the Operations Manager to ensure the day-to-day business operations of the organization runs smoothly including managing the finances, human resources and office operation functions while providing administrative support to our small firm.  The Office Manager will be proactive, an exceptional communicator, have great customer service skills, is highly organized, detail-oriented, comfortable with new challenges, and have the ability to work independently and within a team.

ESSENTIAL JOB FUNCTIONS

Financial Administration: 

• Manage and administer the Finance, AR/AP, Recordkeeping and Purchasing activities
• Maintain the accurate recording of entries in QuickBooksOn Line
• Verifying receipts, invoices and payments for accuracy and consistency
• Execute bank transfers in line with the profit first model
• Prepare and run payroll including processing expense and mileage reimbursements, and commissions
• Regularly troubleshoots financial discrepancies and proposes solutions for process improvements
• Collaborate with financial professional partners and fulfill all requests

Human Resources:

• Manage employee files and reporting in our HR software
• Facilitate employee onboarding and offboarding processes with our professional  HR partner
• Manage employee benefit plans and lead employee review process

Office Operations:

• Manage software subscriptions and work with professional IT partners to meet the needs of the team
• Oversee procurement specialist in ordering, tracking, scheduling deliveries, and claims
• Support CEO with scheduling, email management, and other administrative tasks
• Oversee design intern in project management and administrative tasks
• Oversee and/or execute general office management tasks, including managing office supplies, designer resource library, and vendors

Other:

• Works harmoniously and collaboratively with team members to accomplish agency objectives.
• All other duties as assigned

EDUCATIONAL REQUIREMENTS 

• Bachelor’s Degree in Administration, Office Management, Finance, or related field, or work experience in office management required.

EXPERIENCE REQUIREMENTS

• Two to five (2-5) years of related experience in finance, operations, or administration.
• Experience in customer service is a plus.
• Mastery of accounts payable and receivable processes.
• Knowledge of Generally Accepted Accounting Principles.

SOFTWARE EXPERIENCE

• Knowledge of relevant accounting software and Proficiency in QuickBooks Online required.
• Proficient in data entry
• Proficient in Microsoft Office/Excel

REQUIRED ABILITIES 

REQUIRED SKILLS 

REPORTS TO 

• Operations Director

ESSENTIAL PHYSICAL REQUIREMENTS 

• Ability to: Ascend or Descend – Ability to move on an incline or decline, Lifting at least thirty (30) pounds or more, Hearing, Standing, Walking, Reaching, Bending, Twisting, Grasping/Finger manipulation, Discerning colors, Visual acuity, Hand dexterity, Sitting

WORK ENVIRONMENT 

• Indoor environments in a climate-controlled building
• Standard office environment 
• Infrequent exposure to dust, debris and loud noises related to construction zones
• Must have high-speed internet access and access to quiet, well-kept space per Remote Work guidelines

Disclaimer

This job description should not be construed as an exhaustive list of duties and responsibilities performed by persons assigned to this classification. It is not intended to limit or in any way modify the right of any supervisor or manager to assign, direct and control the work of employees under their supervision. All principal duties and responsibilities of this position are essential functions of the position. Job descriptions are reviewed on a regular basis and may be revised at any time. Revisions will be communicated to employees within the classification. This job description does not constitute a contract of employment; therefore, the company may exercise its employment-at-will rights at any time.