Job Summary
The Office Manager & Bookkeeper is responsible for overseeing all financial operations, office administration, licensing compliance, and internal systems management for the organization. This role manages payroll, accounting activities, bank reconciliations, quarterly financial reporting, and broker billing while maintaining accurate records and ensuring timely financial processes. The position also leads office staff, coordinates HR onboarding and benefits administration, and manages key insurance programs. Additionally, the Office Manager & Bookkeeper serves as the primary liaison for IT systems, external accountants, brokers, and vendors, ensuring smooth operational workflows and reliable system performance. This role requires strong analytical skills, exceptional organization, and the ability to manage multiple priorities in a dynamic environment.
Duties & ResponsibilitiesFinancial Management
- Administer payroll through Paychex, including new‑hire setup, monthly payroll, quarterly bonuses, and 401(k) contributions.
- Maintain detailed Excel spreadsheets for cost of goods, commercial breakouts, year‑end reporting, customer deductions, and executive meeting prep.
- Process regional expense reports and maintain accurate A/P and A/R records.
- Manage bank deposits, reconciliations, and internal account activity.
- Execute wire transfers to European vendors, including euro currency conversions.
- Oversee quarterly and annual financial closings.
- Assist in annual budget preparation.
- Coordinate with external accountants and maintain QuickBooks Pro proficiency.
- Prepare quarterly reporting packages (deductions, cash/bank statements, currency trends, aged receivables, sales expenses, broker reports).
Billing
- Manage broker commission billing and reconciliation.
Licensing & Compliance
- Handle all licensing setup, tracking, bonding, customs documentation, and power‑of‑attorney paperwork.
Systems & Technology Management
- Oversee maintenance and administration of all office software systems.
- Coordinate with off‑site IT consultants.
- Administer EDI and Alpha systems.
- Partner with VP Sales/Marketing to evaluate and implement improved system solutions.
- Assist with French and Spanish file orders as needed.
- Support customer service order processing during peak periods.
Office Management & HR
- Supervise office staff (sales services, customer service, administrative support).
- Conduct annual performance evaluations and recommend staffing adjustments.
- Provide employee orientation and training.
- Develop annual goals for staff and bonus program alignment.
- Maintain and update the employee handbook.
- Manage direct deposit setup, state/tax forms, and employee file creation.
- Administer 401(k) program setup, maintenance, and provider communication.
- Oversee Disability Insurance setup and audits.
- Manage General Liability and Workers’ Compensation insurance, including audits and agent coordination.
- Maintain certificates of insurance.
- Collaborate with Administrative Assistant on month‑end reporting and inventory review.
Pay: $105,000.00 per year
Benefits:
- 401(k) 4% Match
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Health savings account
- Life insurance
- Paid sick time
- Vision insurance
Work Location: In person
