Office Manager

Office Manager

Location: Springfield, MO

Reports To: Director of Events & Audience Success

Employment Type: Full-Time

About Us

The Springfield Business Journal is Southwest Missouri’s leading source for business news, insights, and community connections. We’re passionate about serving our readers and helping local businesses thrive. As we grow our audience and deepen our relationships, we’re looking for a dynamic, service-oriented professional to join our team.

Position Summary

The Business Office Manager functions in an administrative and office management capacity, supporting the daily operations of the Springfield Business Journal. This role oversees customer service and subscriber account management, including billing support, subscription processing, and record keeping. In addition, the position coordinates circulation operations, maintains accurate financial and operational records, and supports office and event logistics, including supply management and administrative coordination. The role ensures efficient internal processes and a high standard of service across departments through organization, communication, and operational support.

Key Responsibilities

• Serve as a primary point of contact for customer and subscriber inquiries, providing support for account management, billing questions, payment issues, and service concerns
•  Support accounts receivable and accounts payable functions by assisting with invoicing, payment tracking, transaction reconciliation, and resolution of billing discrepancies
• Proactively grow subscriptions through outbound efforts, including making calls, sending trial offers, and engaging directly with local businesses—particularly those featured in the publication—to build relationships, increase awareness, and drive new subscriptions.
• Process new subscriptions and renewals while ensuring accurate data entry and maintenance of CRM and billing systems
• Maintain and update subscriber, financial, and operational records with a high level of accuracy and confidentiality
• Coordinate circulation operations, including subscription fulfillment, renewals, and distribution logistics to ensure timely service delivery
• Manage office and operational supplies, including inventory tracking, ordering, and fulfillment of internal and promotional materials
• Support event and office logistics, including preparation of materials, coordination of schedules, and on-site or post-event administrative assistance
• Communicate with internal departments and external partners to resolve service, delivery, or operational issues
• Prepare routine reports related to circulation activity, customer service trends, and operational performance
• Organize and maintain documentation of customer feedback, service issues, and operational records for internal review and improvement

Daily Administrative Tasks

• Monitor and respond to customer service emails and phone calls, addressing subscriber inquiries related to accounts, billing, and delivery in a timely and professional manner
• Process new subscriptions and renewals, ensuring accurate entry into CRM and billing systems and supporting accounts receivable functions
• Provide daily support for AR/AP operations, including processing invoices, monitoring payments, maintaining accurate financial records, and assisting with reconciliation activities
• Maintain and update subscriber records, including contact information, payment details, and delivery preferences
• Reconcile daily subscription transactions and assist in preparing reports to support circulation tracking and financial record keeping
• Coordinate with distribution partners to resolve delivery issues and ensure consistent service
• Review daily subscriber engagement reports (e.g., email performance metrics) to identify trends and potential issues
• Prepare and distribute onboarding communications and materials for new subscribers
• Maintain inventory of promotional, office, and event-related supplies; coordinate fulfillment of subscriber incentives
• Provide administrative support for audience initiatives and assist with event logistics and post-event follow-up
• Organize and maintain records of subscriber feedback, testimonials, and service issues for internal review and continuous improvement

Qualifications

• Experience in office administration, operations support, or customer service roles
• Excellent communication and customer service skills, with the ability to handle inquiries professionally and effectively 
• Knowledge of accounts receivable processes, including invoicing, payment tracking, and basic reconciliation
• Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Detail-oriented with strong data entry, reporting, and problem-solving skills
• Experience maintaining accurate records in CRM systems, databases, or billing platforms
• Experience managing office supplies, inventory, or administrative logistics
• Familiarity with event coordination or office/event support responsibilities
• Ability to collaborate across teams and communicate effectively with internal departments and external partners
• Proficiency in tools such as Microsoft Products, and CRM systems

Preferred Skills

• Experience with circulation or subscription management tools.
• Familiarity with audience engagement strategies.
• Basic marketing or sales support experience.

Why Join Us?

• ·Be part of a mission-driven team that supports local business and community growth.
• Work in a collaborative, creative environment.
• Opportunities for professional development and growth.
• Competitive compensation and benefits.