What are the responsibilities and job description for the Office Manager - Billing & Operations position at ENSPIRE CONSULTING GROUP LLC?
Benefits:
The Office Manager Billing & Operations is responsible for overseeing administrative, financial, and operational functions that support the efficient day-to-day operations of the organization. This role requires strong organizational, communication, and problem-solving skills, as well as the ability to exercise sound judgment and maintain confidentiality in handling sensitive business and employee information.
The Office Manager supports office administration, billing, payroll coordination, bookkeeping, contractor administration, and operational workflows while collaborating with leadership to improve efficiency and maintain effective business operations.
This position works independently under general direction and plays a key role in supporting organizational operations, financial processes, and client service readiness.
Essential Duties & Responsibilities
Office Administration & Operations
Coordinate daily office and administrative operations to support business efficiency
Manage scheduling systems, calendars, appointments, and workflow timelines
Serve as a primary point of contact for incoming calls, emails, and communications
Support coordination of office personnel, field staff schedules, and project logistics
Maintain organized company records, databases, and operational systems
Ensure customer, vendor, and contractor information remains accurate and current
Assist with office logistics, including mail distribution, deliveries, and supply management
Support implementation and adherence to company policies and procedures
Maintain a professional, organized, and client-ready office environment
Billing, Bookkeeping & Financial Administration
Process accounts payable and accounts receivable transactions accurately and timely
Maintain bookkeeping records using QuickBooks
Support payroll processing and maintain payroll-related records
Perform bank reconciliations and assist with financial record accuracy
Prepare and submit sales tax filings and related documentation
Generate routine financial and operational reports for leadership review
Identify discrepancies and assist in resolving billing or accounting issues
Support budget tracking and financial planning activities
Contractor Coordination
Support recruitment, onboarding, and employee documentation processes
Coordinate administrative functions related to independent contractors, including invoicing and compliance documentation.
Operational Support & Process Improvement
Identify opportunities to improve administrative and operational efficiency
Assist leadership with operational reporting, planning, and process improvement initiatives
Help ensure continuity of daily business functions and client service operations
Support cross-functional collaboration between operations, finance, and administrative teams.
Qualifications
Bachelors degree in Business Administration, Management, Accounting, or related field preferred; equivalent professional experience considered
Minimum 35 years of experience in office management, operations, billing, bookkeeping, and administrative support roles
Proficiency with QuickBooks and Microsoft Office Suite required
Experience with payroll processing and financial administration preferred
Strong organizational, analytical, and problem-solving skills
Excellent verbal and written communication skills
Ability to manage multiple priorities in a fast-paced environment
Demonstrated professionalism, discretion, and confidentiality
Ability to work independently and collaboratively with cross-functional teams
- 401(k)
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
The Office Manager Billing & Operations is responsible for overseeing administrative, financial, and operational functions that support the efficient day-to-day operations of the organization. This role requires strong organizational, communication, and problem-solving skills, as well as the ability to exercise sound judgment and maintain confidentiality in handling sensitive business and employee information.
The Office Manager supports office administration, billing, payroll coordination, bookkeeping, contractor administration, and operational workflows while collaborating with leadership to improve efficiency and maintain effective business operations.
This position works independently under general direction and plays a key role in supporting organizational operations, financial processes, and client service readiness.
Essential Duties & Responsibilities
Office Administration & Operations
Coordinate daily office and administrative operations to support business efficiency
Manage scheduling systems, calendars, appointments, and workflow timelines
Serve as a primary point of contact for incoming calls, emails, and communications
Support coordination of office personnel, field staff schedules, and project logistics
Maintain organized company records, databases, and operational systems
Ensure customer, vendor, and contractor information remains accurate and current
Assist with office logistics, including mail distribution, deliveries, and supply management
Support implementation and adherence to company policies and procedures
Maintain a professional, organized, and client-ready office environment
Billing, Bookkeeping & Financial Administration
Process accounts payable and accounts receivable transactions accurately and timely
Maintain bookkeeping records using QuickBooks
Support payroll processing and maintain payroll-related records
Perform bank reconciliations and assist with financial record accuracy
Prepare and submit sales tax filings and related documentation
Generate routine financial and operational reports for leadership review
Identify discrepancies and assist in resolving billing or accounting issues
Support budget tracking and financial planning activities
Contractor Coordination
Support recruitment, onboarding, and employee documentation processes
Coordinate administrative functions related to independent contractors, including invoicing and compliance documentation.
Operational Support & Process Improvement
Identify opportunities to improve administrative and operational efficiency
Assist leadership with operational reporting, planning, and process improvement initiatives
Help ensure continuity of daily business functions and client service operations
Support cross-functional collaboration between operations, finance, and administrative teams.
Qualifications
Bachelors degree in Business Administration, Management, Accounting, or related field preferred; equivalent professional experience considered
Minimum 35 years of experience in office management, operations, billing, bookkeeping, and administrative support roles
Proficiency with QuickBooks and Microsoft Office Suite required
Experience with payroll processing and financial administration preferred
Strong organizational, analytical, and problem-solving skills
Excellent verbal and written communication skills
Ability to manage multiple priorities in a fast-paced environment
Demonstrated professionalism, discretion, and confidentiality
Ability to work independently and collaboratively with cross-functional teams
Salary : $58,000