Office Manager/Bookeeper

Job Description

Job Description

Compensation

$45,000 to $55,000 Annually

Employment Type

Full-Time – Monday to Friday

JOB TITLE & TYPE:  Office Manager/Bookkeeper

LOCATION:  Miami / Little River District

COMPANY:  Reprtwär LLC

SUMMARY:

Reprtwär is an architecture and design-oriented firm with international and national professional experience. Reprtwär is focused on delivering superior service. Its founder is committed to excellence and leadership. Our design process has been distinguished through our experiences and observations as problem solvers, as well as architects. We believe in the “BIG IDEA” and discovering the unique aspects within each project. It is our desire to create long lasting relationships with each client Reprtwär is privileged to co-create with. We understand the importance of repeat business and focuses on providing a high level of service that will not only make our clients successful, but also proud of the venture. Such is achieved with the right team and dedication are in place.

The design and operations team at Reprtwär is comprised of individuals from diverse professional backgrounds that help accelerate each phase of the design process. It is the combination of these diverse experiences and backgrounds that give our firm a well-rounded view and ability to be trailblazers. Our office and team are composed of a studio environment that serves as the key ingredient for success in the quality of work we produce. Teamwork and the sharing of ideas can only enhance this process. This new hire must embody collaborative attributes in order to join our team as Office Manager/Bookkeeper. This individual will help organize and coordinate office operations and procedures.

OBJECTIVE:

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks. The candidate will be able to work independently with little or no supervision, have good judgment and excellent customer service skills. This person must be exceedingly well organized, personable, and enjoy the administrative challenges of supporting an office of creative and technical individuals.

VALUES:

The Office Manager/Bookkeeper shall be committed to the organizational values and have a passion to serve within the field of design, architecture and customer service. Furthermore, the selected individual must embody professionalism, organization, resourcefulness, and resiliency skills.

ESSENTIAL FUNCTIONS

Manage and oversee the daily bookkeeping operations of the office including but not limited to:

·       Bookkeeping; invoicing, accounts payable/receivable

·       Bank account and credit card reconciliation

·       Collections

·       Customer Service- via phone, email and in person assistance/ direction

·       Operations Support- help address client needs, find solutions, and make recommendations when appropriate.

·        Order and maintain inventory of supplies (paper, ink, break room supplies, etc.)

·       Serve as the point person for maintenance, mail/shipping, purchasing, bills, event planning, and other duties as necessary 

·       Manage relationships with vendors, service providers, and landlord 

·       Prepare letters, reports, project proposals 

·       Provide executive support to Principal Architect – scheduling meetings, handling appointed tasks 

·       Coordinate maintenance of software licenses and subscriptions 

·       Maintain office policies and procedures 

·       Support marketing activities 

·       Coordination with payroll company, accountant, business, insurance and 401(k) consultants 

·       Working with staff to update and track project status 

·       Preparing financial reports and office budgets

REQUIRED

·       Bookkeeping software experience ( Quickbooks )

·       Professional etiquette 

·       Great customer service skills in-person, over the phone and by email. Person will also be following up with clients for payment and late payments.

·       Maintain organized and neat office space

·       Attention to detail, strong drive for neatness and clarity 

·       Strong organizational and planning skills 

·       Problem solving and cost-saving analytical skills 

·       Time management, ability to multi-task & prioritize tasks 

·       Must be proactive, independent and great team player; ability to successfully operate under ambiguous guidelines 

·       Excellent verbal, interpersonal, and written communication skills (including spelling and grammar) 

·       Proficiency in MS Office: word processing, preparation of spreadsheets, etc. 

PREFERRED

·       Bilingual (Spanish/English) preferred 

·       Bachelor’s Degree in accounting, finance, economics or related field

·       Creative or design interest and/or experience 

·       Collections experience

·       Background in HR and/or IT a plus, although not necessary 

BENEFITS

• 401(k)
• Health insurance
• Paid time off