What are the responsibilities and job description for the Office Manager/Bookkeeper position at Alexander Party Rentals?
Company Description
Alexander Party Rentals, founded in 1993, is a family-owned and operated company serving the Puget Sound Region with high-quality and affordable event rental equipment. We are an industry leader known for our wide range of products, including engineered tents, staging, and basic event essentials. Proud of our award-winning customer service, we work with individuals and organizations to create memorable events both large and small. With a mission focused on making the rental process effortless, reliable, and enjoyable, we prioritize exceptional service and a positive team environment. Our culture values fair compensation, teamwork, and a supportive workplace to ensure both client and staff success.
We are seeking a highly organized, trustworthy, and detail-oriented professional to manage the daily administrative operations of our office while executing fundamental bookkeeping and accounting support functions. This dual role is critical to ensuring smooth internal operations, maintaining accurate financial records, and supporting the entire team.
Key Responsibilities:
This role is divided into two primary areas of focus:
A. Office Management & Administration
- Administrative Support: Manage mail distribution, ordering and tracking office supplies, and maintaining a tidy and functional office environment.
- HR & Onboarding Coordination: Maintain employee files (digital and physical), assist with the onboarding process for new hires, and coordinate documentation for performance reviews.
- Facilities & Vendor Management: Maintain vendor files and records, with an emphasis on tax compliance.
- Team Support: Assist overall management team with administrative tasks, making reminders, and performing compliance audits.
B. Bookkeeping & Financial Support
- Accounts Payable (AP): Process vendor invoices, obtain approvals, schedule and execute payment runs, and maintain accurate vendor records.
- Accounts Receivable (AR): Generate and issue customer invoices, monitor outstanding receivables, and perform collections follow-up as necessary.
- Bank & Credit Card Reconciliation: Perform daily and monthly reconciliation of bank accounts, petty cash, and corporate credit cards to ensure all transactions are accurately recorded in the accounting system (e.g., QuickBooks).
- General Ledger Support: Accurately enter and classify all daily financial transactions. Assist with month-end closing procedures, including journal entry preparation and account analysis.
- Payroll: Ensure other managers have approved bi-weekly payroll timekeeping data, draft payroll (Quickbooks) and submit for approval, double-check taxes and other items for accuracy prior to final submission.
Qualifications and Skills
- Minimum of 2 years of proven experience in an administrative or office management capacity.
- Minimum of 2 years of hands-on experience in bookkeeping, AR, AP, and bank reconciliation.
- Demonstrable proficiency with accounting software (e.g., QuickBooks).
- Exceptional organizational skills, attention to detail, and a commitment to accuracy.
- High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) or Google Workspace.
- Ability to handle sensitive and confidential information with absolute discretion.
Preferred:
- Associate's or Bachelor's degree in Business Administration, Accounting, or a related field.
- Experience working in a small business or rental industry environment.
Benefits:
- Retirement Plan matching
- Health insurance
- Dental insurance
- Flexible schedule
- PTO/Vacation
- Employee discount