Office Manager

Office Manager

An award-winning landscape architecture and land planning firm is looking for an Office Manager in their West Palm Beach location. Their firm provides a broad scope of design and consulting services. Implementation of designs for the private and public sectors including institutional, public, commercial, transportation, equestrian, parks and recreation, resorts and residential developments can be found throughout South Florida.

Summary Successful candidate will be highly organized and have a proven ability to work well under pressure, handle simultaneous projects, and meet deadlines. Position will oversee an administrative assistant and perform all tasks to keep the office running efficiently.

• Handles all accounts receivables and billing utilizing QuickBooks and other routine accounting duties as required.
• Investigates and resolves problems associated with processing of invoices and purchase orders.
• Manages filing system and creates new accounts.
• Prepares outgoing correspondence, accepts incoming correspondence, opens and sorts mail (Federal Express/UPS).
• Answers phone and direct all incoming calls to appropriate party promptly and efficiently.
• Responsible for heavy calendar management, requiring interaction with both internal and external partners to coordinate a variety of complex meetings.
• Manages filing system and creates new accounts.
• Maintains all office supplies and manages inventory.
• Conducts research for various projects and performs data analysis in Excel.
• Operates office equipment, such as fax machines, copiers, and phone systems and arranges for repairs when equipment malfunctions.
• Supports the team with special projects and process improvements and other duties as assigned.
• Performs general administrative duties such as filing, photocopying, scanning, and faxing.

Qualifications

• High school diploma required, associate's degree preferred.
• Five or more years of related administrative experience required.
• Two years of accounts receivable and billing experience required.
• Communicates clearly and concisely in a variety of communication settings and styles. Effectively tailors the message to the needs of the audience.
• Proficiency with MS Office Suite including Word, Excel, and PowerPoint.
• Team player with the ability to interface with other employees at various levels of the organization.
• Must be reliable and dependable with a strong work ethic and positive attitude.
• Must have high attention to detail, be highly organized and able to multitask with minimal supervision.
• Proven ability to work well under pressure, handle simultaneous projects and meet deadlines
• Strong relationship builder with excellent communication and interpersonal skills

Successful candidate must be able to multi-task while displaying initiative and good judgment. Time management and computer proficiency, as well as strong communication, writing skills, organizational skills and attention to detail are essential. Ability to organize and draft correspondence, communicate effectively with people at different organizational levels, maintain composure, effectiveness, and flexibility under pressure, and maintain confidentiality at all times. Benefits Once Perm:

• Medical
• Dental
• 401K

Compensation / Pay Rate (Up to): $65,000.00 - $80,000.00 Per Year