Office Manager

Job description

Roles and Responsibilities

Office Operations and Administration

• Keep the office clean, organized, and running like clockwork day to day
• Liaise with building management and vendors on maintenance and service needs
• Manage supplies and equipment so the office never runs short
• Be the friendly first point of contact for visitors, deliveries, and general office questions
• Own and continuously improve emergency protocols (fire, medical, evacuation) and make sure the team actually knows how to follow them, not just where to find them

Bookkeeping and Financial Support

• Enter vendor invoices and expense reports into the accounting system, accurately and on time
• Check invoices for completeness before they go
• Keep invoice records and documentation organized and easy to find
• Monitor the accounting inbox and route items where they need to go
• Field basic vendor questions on invoice status and payment
• Support accounts receivable, including:
• Following up with customers on outstanding invoices
• Recording payments and keeping records current
• Provide general admin and data entry support to the finance team as needed

Process Improvement

• Spot opportunities to make office processes more efficient and help make them happen!

Required profile

What You Bring

Meetings, Events, and Team Support

• Plan and run logistics for onsite and offsite meetings scheduling, catering, the works
• Strong organizational and time-management skills, with the ability to juggle priorities
• Excellent written and verbal communication
• A sharp eye for detail and accuracy
• Help bring company events and team gatherings to life
• Set new hires up for success with workspace prep and office orientation
• Keep everyone current on required training, including compliance and security courses
• A proactive, dependable, hands-on approach
• Strong interpersonal skills and comfort working across teams

Experience

• 25 years in office management, administrative support, or a related role
• Exposure to bookkeeping or accounting support is a plus
• Proficiency in Microsoft Office Suite required
• Experience with accounting systems is a bonus
• Ability to travel up to 10%

Company description

Position Overview

VMS Software is looking for an organized, detail-oriented Office Manager to be the backbone of our Boston office. You'll keep the day-to-day running smoothly: From a well-functioning workspace to accurate bookkeeping support for internal teams, you have a sharp eye for accuracy and a solid grasp of company process along the way.

This role has the range between $55,000 - $65,000 annually, depending on skills and experience.

What we offer

Benefits include: Dental, Medical, and Vision benefits, Life & Disability Coverage, Flexible Spending Account, unlimited vacation, 401(k) plan, commuter benefits and eligible expenses.

Join Us!

If you thrive on keeping things organized, love being the person people can count on, and want your work to directly support accurate, compliant financial operations: We'd love to hear from you.