What are the responsibilities and job description for the Office Manager position at Facility Maintenance USA?
Job Overview
We are seeking a dynamic and organized Office Manager / Bookkeeper to join our team! This vital role combines efficient office management with precise financial oversight, ensuring smooth daily operations and accurate bookkeeping. The ideal candidate will be proactive, detail-oriented, and possess excellent communication skills. You will serve as the backbone of our administrative functions, supporting staff, managing client interactions, and maintaining financial records with enthusiasm and professionalism. This paid position offers an exciting opportunity to contribute to a thriving organization while honing your administrative and bookkeeping skills in a fast-paced environment.
Office Management
- Oversee day-to-day office operations and administrative functions
- Coordinate schedules, meetings, and internal communications
- Coordinate with Insurance companies to provide COIs
- Maintain office supplies, vendor relationships, and service contracts
- Assist with project coordination and job tracking
- Support leadership with reporting and administrative tasks
Bookkeeping & Financial Management
- Manage accounts payable and receivable
- Prepare and send invoices; follow up on outstanding payments
- Reconcile bank accounts and credit card statements
- Maintain accurate financial records and documentation
- Assist with payroll processing and timesheet tracking
- Prepare financial reports for management review
- Prepare and send monthly AIA billing
- Coordinate with CPA for tax filings and year-end reporting
Skills
- Proficiency in Accounting software and Microsoft Office Suite (Word, Excel, Outlook) along with Google Workspace tools
- Strong organizational skills with the ability to multitask efficiently in a busy office setting
- Excellent phone etiquette and experience managing multi-line phone systems
- Bilingual abilities are highly desirable to support diverse client needs
- Proven clerical experience including data entry, filing, proofreading, and calendar management
- Knowledge of medical or dental receptionist duties is a plus but not required
- Personal assistant or office management experience demonstrating strong time management skills
- Familiarity with office management best practices, customer support protocols, and administrative procedures
Join us in creating a vibrant workplace where your organizational talents shine! We value energetic professionals eager to make a positive impact every day. This role is essential for maintaining our high standards of service excellence while fostering an engaging work environment.
Pay: $20.00 - $25.00 per hour
Benefits:
- Flexible schedule
Experience:
- Bookkeeping: 1 year (Required)
- Accounting: 1 year (Required)
Work Location: In person
Salary : $20 - $25