Operations Manager / Bookkeeper / Executive Assistant

Job Description

Job Description

Who we are and what we do:

We are a team of 5 people that works with computers and networks . We become the Information Technology  (IT) team for small businesses that don’t have the need for a full-time IT staff member.  In the industry this is known as a Managed Service Provider (MSP). We are a corporation registered with the state of Michigan, and we are passionate about what we do. We have been in business for 27 years. If you read no further, finish this paragraph. We are looking for critical thinkers with a business acumen who know their way around financial software like QuickBooks and Quicken as well as Microsoft Office suite, especially Excel. If you’re looking for corporate America this is not your place however we act like a corporation only because we have to not because we want to. This all said, time will fly by usually and your brain may hurt as you learn a lot of new skills as well as our intricacies. The person in this position will train you but they are moving back home…to Germany. This job is the most important in our business because it has to do with accounting for…everything.

What you will do:

Administrative Support

• Provide direct administrative and operational support to company leadership.
• Manage calendars, schedule meetings, coordinate appointments, and arrange business travel.
• Prepare business documents, customer proposals, agreements, reports, and internal summaries.
• Track priorities, coordinate follow-ups, and help ensure important tasks and deadlines are met.
• Handle confidential business, employee, and financial information with discretion.

Business Operations

• Serve as a central point of contact for operational questions and administrative requests.
• Support the coordination of customer accounts.
• Create and maintain internal procedures, documentation, and tracking tools.
• Identify opportunities to improve operational efficiency.
• Maintain business records, schedules, inventory information, and internal organizational tools. 
• Manage company inventory: coordinate purchasing and distribution, track inventory records.

Billing & Accounting Support

• Manage the invoicing process (approximately 200–250 invoices per month).
• Monitor incoming and outgoing payments and follow up on outstanding balances.
• Perform bank, credit card, and other account reconciliations.
• Support payroll processing and maintain accurate financial records.
• Assist with budget monitoring, expense tracking, and financial documentation.
• Coordinate with management and external accounting or tax professionals as needed.

Customer & Vendor Relations

• Maintain professional communication with customers and external business partners.
• Prepare quotes, coordinate customer agreements and service-related administrative requests.
• Support new-customer onboarding and maintain accurate customer information.
• Coordinate vendor relationships, purchasing, pricing requests, and order tracking.
• Assist with resolving billing questions and administrative issues.
• Support management with vendor negotiations and purchasing decisions.

IT Service & Technician Coordination

• Coordinate daily activities and schedules for the technical support team.
• Create, organize, prioritize, and monitor IT support tickets.
• Schedule customer appointments and assign service activities to technicians.
• Track open requests and follow up on outstanding tasks.
• Coordinate communication between customers and technicians to support timely service delivery.

Employee Administration

• Support recruiting activities, including reviewing applications and coordinating interviews.
• Coordinate employee onboarding and offboarding.
• Maintain employee records and related documentation.
• Track employee schedules, vacation requests, and other administrative information.
• Support employee communication and day-to-day workflows.

Requirements:

• Proven experience in operations management, bookkeeping, or executive administration
• Proficiency in accounting software such as QuickBooks and Microsoft Office Suite
• Strong understanding of basic accounting principles and financial reporting
• Exceptional organizational skills with the ability to prioritize and multitask effectively
• Excellent written and verbal communication skills
• High level of discretion and professionalism when handling confidential information
• Associate's or Bachelor's degree in Business, Accounting, or a related field preferred

Hybrid work may be possible after 90 days.