Office Manager

Job Description

Job Description

Position Summary"

We are seeking a highly organized and detail-oriented Administrative / Accounting Coordinator to support daily office operations, accounting functions, HR administration, and marketing support activities. This role is responsible for managing accounts payable and receivable, coordinating payroll and benefits administration, maintaining corporate licensing records, assisting with billing and consultant payments, and providing general administrative support.

The ideal candidate is proactive, dependable, and comfortable handling multiple priorities in a fast-paced professional office environment.

Key Responsibilities:

 

Accounts Receivable

• Maintain and track billing information for client projects.
• Prepare and process client invoices in QuickBooks on a monthly basis.
• Maintain project billing files and vendor invoice copies for client charge-backs.
• Follow up on outstanding invoices and collections for accounts over 30 days past due.
• Coordinate billing documentation and ensure accurate recordkeeping.

Accounts Payable

• Enter vendor invoices into QuickBooks and maintain payment schedules.
• Process consultant invoices and maintain tracking spreadsheets for project billing.
• Review weekly payables and prepare checks for payment approval.
• Maintain separate accounting files for multiple business entities.

QuickBooks Administration

• Manage QuickBooks files for multiple companies/entities.
• Set up new clients and projects in QuickBooks and employee time-tracking systems.
• Approve and import employee time entries into QuickBooks monthly.
• Ensure accurate project setup and accounting allocation.

Banking & Financial Reporting

• Reconcile bank accounts and prepare monthly financial reports.
• Submit bank statements, check registers, and P&L reports to the accountant.
• Process bank deposits using mobile deposit applications.

Human Resources & Payroll Support

• Process onboarding and termination paperwork.
• Coordinate payroll administration through ADP.
• Assist with 401(k) and health insurance administration.
• Track, verify, and distribute employee vacation requests and records.

Corporate Licensing & Compliance

• Maintain corporate licensing and annual reporting records.
• Track license renewals and expiration dates using Excel spreadsheets.
• Update records as new states and licenses are added.

Administrative Support

• Answer and direct incoming telephone calls.
• Greet visitors and notify staff of arrivals.
• Open, distribute, and process incoming mail.
• Prepare overnight shipments and coordinate messenger services.
• Maintain filing systems and project documentation.
• Perform photocopying and scanning, including large-format scanning.
• Scan and save incoming checks and paid invoices to project folders.

Typing & Document Preparation

• Prepare letters, proposals, contracts, and response documents.
• Assist with project-related Excel spreadsheets and reporting.
• Support contract preparation using AIA software.
• Marketing Support
• Update and maintain marketing materials and brochures.
• Assist with compiling marketing and proposal materials as needed.

Qualifications

• Previous experience in accounting, administrative support, or office management.
• Strong knowledge of QuickBooks and Microsoft Excel.
• Experience with ADP payroll systems preferred.
• Excellent organizational and multitasking skills.
• Strong communication and customer service abilities.
• Ability to maintain confidentiality and handle sensitive information.
• Detail-oriented with strong follow-through skills.

Preferred Experience

• Accounts payable and receivable processing
• Payroll and benefits coordination
• Consultant billing and payments
• Office administration and reception
• Marketing material coordination
• Corporate licensing and compliance tracking