Company Overview:
We are a publishing company seeking an experienced Office Manager with proven B2B success in managing our Order Processing & Fulfillment effort, as well as having responsibility for our Administrative needs.
Our Order Processing & Fulfillment staff approves and processes orders of government agencies and businesses nationwide. We have been researching and editing our four annual book editions for over 40 years, and our online digital subscriber references for 20 years.
Our restricted-access products center around providing sample images of ID documents issued by government agencies worldwide. Our thousands of subscribing customers include most financial institutions, many larger businesses with multiple locations across the U.S., and government agencies and many smaller businesses.
The Administration needs include HR, selection of service providers, Accounting with QuickBooks-Desktop, ADP for payroll, and participating as a team member in Marketing considerations.
This position includes responsibility and variety, and our Operations Manager has the backing of experienced and supportive employees. Our release of each new Edition of our books adds an interesting seasonal pace to operations.
Key Responsibilities:
ORDER PROCESSING
- Overview of incoming prospective customers’ orders for approval.
- Assist with orders that require verification.
- Assist when the number of orders exceeds our team.
HR & PAYROLL
- Coordinate occasional new-hire onboarding: required forms, enrollment steps, documentation track.
- Manage benefits: enrollment, renewals, and changes (medical, etc.)
- Use and maintain PTO tracker. Manage PTO schedule.
OURSIDE SERVICES & VENDOR
- Fill Administrative needs for any outside providers; control terms and work (Production of our products is not part of Administrative needs.)
- Accounts Payable invoices of services reviewed and approve for payment.
DEPOSITS, COLLECTIONS, REPORTING
- Manage and assist with A/R processing of clients payments, as needed.
- Run automated file invoice copies as needed for overdue payments.
- Assist staff in collection calls for overdue invoices. Handle serious delinquencies.
MARKETING
- Manage special promotional areas: LinkedIn, Social media; create small text and image changes for updating by our outside service provider.
- Calendar online campaigns and control be eblast renewal efforts.
ACCOUNTING
- In QuickBooks-Desktop: maintain and reconcile the bank accounts; process accounts payable; General ledger entries; record deposits.
- Generate periodic Proforma invoices for product renewals.
GENERAL ADMINISTRATION
- copyright infringement letters: write from template & follow-up.
- Maintain corporate documents; trademark filings, etc.
- Organize company files and documentation
- Assist owner with special projects.
The Office / Operations Manager’s role touches most aspect of our business. At some point, this leadership position becomes an important voice in most company issues - from opinion on cover design of a new Edition, to reporting on subscriber concerns or preferences, to reviewing decisions on equipment choices - and so forth.
Skills and Experience
- Five years or more of Office/Operations Management.
- Excellent verbal and written communications skills.
- Flexible in assisting others and strong customer service orientation.
- Good business judgement in decision-making and vendor issues.
- Committed work ethic; proficiency in office skills; Accounting experience.
Compensation & Benefits
- $90K to $125,000; DOE
- Bonuses, semi-annually
- 40-hour week no overtime expected
- Strong focus on work/life balance
- Excellent vacation, health, and sick leave policy
Please send resume and cover letter.
Thank you for your interest.
Pay: $90,000.00 - $125,000.00 per year
Benefits:
Work Location: In person
