Office Manager

Why You Want to Work Here:

As an Office Manager, you will play an important role in supporting daily accounting operations and general office administration. You will assist with accounts payable and receivable, invoice processing, vendor coordination, data entry, and document management. You will work closely with customers, employees, and vendors to ensure accurate recordkeeping, efficient office operations, and timely completion of administrative tasks.

Responsibilities:

• Enter vendor invoices into the accounting system and assign the appropriate general ledger accounts and job codes.
• Process vendor payments online or by check according to established due dates.
• Prepare customer invoices and apply payments to the correct accounts.
• Obtain price quotes from vendors for specialty supplies and equipment.
• Coordinate supply orders, payments, and invoicing after receiving the necessary approvals.
• Create and maintain job codes, supply order sheets, and monthly supply breakdown reports.
• Prepare proposals for customer supplies and special services.
• Provide backup support for payroll, time management, customer contracts, and budgets.
• Communicate with customers, employees, and vendors to answer questions, take orders, provide information, and address complaints.
• Enter, calculate, review, and proofread data for proposals, spreadsheets, and reports.
• Maintain the shared drive by scanning, filing, organizing, and updating electronic documents.
• Assist with reviewing, organizing, and digitizing paper files in coordination with the HR/Payroll Specialist.
• Open, sort, and route incoming mail.
• Provide general administrative support and assist with other office duties as needed.

Requirements:

• 3-5 years of experience in administrative functions, office procedures, and systems.
• Prior experience with accounts payable, accounts receivable, invoice processing, and financial reporting.
• Advanced knowledge of Microsoft Office Suite, email management, spreadsheets, and other relevant office software.
• Proficiency in data entry and maintaining accurate records in spreadsheets, databases, and accounting systems.
• Basic understanding of accounting principles and strong mathematical skills.
• Experience with electronic filing, document organization, and document retrieval.
• Strong written and verbal communication skills.
• Excellent attention to detail, organizational skills, and time management.
• Ability to multitask, prioritize responsibilities, and meet deadlines.
• Strong problem-solving skills and the ability to work independently and collaboratively.
• Communicate professionally with customers, employees, and vendors.

Preferred Skills:

• Experience with Sage 50 Cloud accounting software.
• Bilingual proficiency in English and Spanish.
• Experience with social media management.
• Strong analytical skills and the ability to identify and resolve issues.
• Flexibility and willingness to assist with various administrative responsibilities as needed.