Office Manager

Job Description

Job Description

The Office Manager supports day-to-day office, front desk, administrative, and accounting operations. This role serves as a key point of contact for visitors, employees, vendors, banks, and other business contacts while ensuring financial documentation, payments, records, and general office activities are handled accurately and efficiently. The position requires strong organization, attention to detail, confidentiality, and the ability to coordinate effectively with onsite and offshore teams.

Key Responsibilities

• Greet and assist visitors, clients, and employees in a professional and friendly manner, and maintain front desk operations and office appearance.

• Answer and direct incoming phone calls and emails and assist with routine office communications.

• Receive, sort, scan, and distribute incoming mail and prepare outgoing mail, checks, and document packages for timely delivery.

• Print checks, obtain required approvals or signatures, prepare checks for mailing, and support accurate and timely payment processing.

• Deposit checks remotely and visit banking locations as needed for deposits or other business-related banking tasks.

• Enter credit card transactions, and research discrepancies to support accurate accounting records.

• Approve and coordinate expense reports for onsite and offshore teams in accordance with company procedures.

• Scan, label, organize, and route financial and administrative documents to the appropriate person, department, system, or folder.

• Coordinate with offshore team members to clarify questions, resolve documentation discrepancies, and support timely processing.

• Maintain organized physical and electronic filing systems and support document retention requirements.

• Coordinate office supplies, equipment, vendor services, meetings, appointments, and conference room usage.

• Support administrative tasks including filing, data entry, document preparation, and coordination with external agencies for registrations and related administrative requirements.

• Assist with consultant and in-house travel arrangements and related coordination.

• Manage multiple priorities in a fast-paced office environment while maintaining confidentiality and professionalism.

• Assist with other accounting, clerical, and administrative tasks as assigned.

Qualifications & Preferred Experience

• High school diploma or equivalent required.

• Previous experience in office management, administrative support, front desk operations, accounting support, accounts payable, accounts receivable, or document processing preferred.

• Experience with credit card entries and reconciliations, check processing, bank deposits, scanning, filing, and mail handling preferred.

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), email, scanners, printers, remote deposit tools, and general office technology.

• Strong organizational and multitasking abilities with attention to detail and the ability to identify and resolve discrepancies.

• Excellent verbal and written communication skills and the ability to work effectively with internal teams, offshore support teams, banks, vendors, and other business contacts.

• Ability to work independently and collaboratively, prioritize workload effectively, and maintain a professional and customer-focused approach.

• Valid driver’s license and reliable transportation for occasional banking and other business-related trips.

Work Environment & Physical Requirements

• Full-time, in-office position with regular front desk/reception area presence required.

• Fast-paced office setting requiring regular use of computers, phones, printers, scanners, and other standard office equipment.

• Ability to sit or stand for extended periods, handle documents, and occasionally lift up to 15 pounds.

• Occasional driving to banking locations and other business-related destinations may be required.

Equal Employment Opportunity

Strategic Systems, Inc., and its affiliates, is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants for employment without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other legally protected characteristic.