Overview
We are seeking a highly organized and proactive Office Manager to oversee our daily operations and ensure the smooth functioning of our office environment. The ideal candidate will possess strong administrative skills, exceptional phone etiquette, and experience in managing schedules, client interfacing, billing and payroll. This role is crucial in maintaining an efficient office atmosphere while providing support to our team and ensuring excellent service delivery.
Responsibilities
- Manage day-to-day office operations, including administrative tasks and clerical duties.
- Maintain organized filing systems for both physical and digital documents.
- Provide exceptional front desk support, greeting visitors and handling inquiries professionally.
- Coordinate schedule management for team members, including setting appointments and meetings.
- Follow office protocols and procedures to enhance productivity.
- Collaborate with other departments to ensure seamless communication and workflow.
- Maintain inventory of office supplies and manage procurement as needed.
- Answer calls, attempt to assist the client’s needs in any way so that follow-up by others is not needed
- Be a problem solver for clients and employees
- Prior service provider background is desired
- Schedule service calls and make appointments for sales and service team
- Work with departments in the company, interacting as needed to provide information or to assist in tasks as requested
- Conduct phone interviews with potential employees before scheduling an in-person interview
- Process paperwork pertaining to new recruits and ensuring timely completion
- Maintain client, vendor and employee files as needed
- Have pleasant disposition and be able to express empathy when managing employee and client concerns
- Deal with vendors to order products and services. Manage vendor invoices upon receipt
- Process checks and other forms of client payment as needed
- Manage office petty cash and conduct reconciliations as required
- Process daily client billing
- Manage accounts receivables, follow-up invoicing and calling clients for ageing accounts
- Preform any and all other related tasks as required.
Requirements
- Proven experience in an office management or administrative role, preferably in a customer service setting.
- Strong organizational skills with the ability to manage multiple tasks simultaneously.
- Excellent phone etiquette and communication skills, both verbal and written.
- Proficiency in schedule management tools and office software applications.
- Experience with payroll processing is highly desirable.
- Must know Quickbooks or similiar billing software.
- Ability to work collaboratively within a team environment while also being self-motivated.
- Attention to detail with strong problem-solving abilities.
- High School Diploma, or higher education learning, Degree in Finance, Accounting or related is preferred
- Minimum of 5 years of experience in office administration and customer service
- Meticulous attention to detail and a commitment to accuracy
- Strong understanding of billing processes
- Proficient in Microsoft Office Suite, including Excel
- Proficient in QuickBooks or similar billing software
- Excellent data entry and analytical skills
- Exceptional organizational and time management skills
- Ability to maintain confidentiality
- Ability to work well with deadlines and changing priorities
- Friendly, professional demeanor
- Great communication skills, verbally and written
- Problem-solving abilities and the ability to handle multiple tasks simultaneously
- Must speak English, bilingual in Spanish would be a plus
We offer paid time off and medical insurance.
Job Type: Full-time
Pay: $1,000.00 - $1,250.00 per week
Benefits:
- Health insurance
- Paid time off
Schedule:
Work Location: In person
