Business Services Office Manager

Job Description

Job Description

Office Manager
We are looking for a responsible, organized, detail-oriented, and dependable Office Manager to manage daily office operations and support our accounting, customer service, inventory, and administrative functions.

Key Responsibilities

* Manage daily office operations and ensure tasks are completed accurately and on time.
* Use QuickBooks for daily accounting and bookkeeping tasks.
* Create and manage Invoices, Sales Receipts, Receive Payments, Bills, and Bank Deposits.
* Manage Accounts Receivable (A/R) and Accounts Payable (A/P).
* Review customer accounts, statements, outstanding balances, credits, and payments.
* Follow up with customers regarding past-due balances and payment status.
* Reconcile customer payments, checks, ACH/Zelle payments, deposits, and bank transactions.
* Maintain accurate inventory records and assist with inventory adjustments, returns, and discrepancies.
* Process customer orders and coordinate with the warehouse and sales team.
* Maintain customer files, pricing information, purchase records, and other company documents.
* Answer phone calls, emails, and customer inquiries professionally.
* Communicate effectively with customers, vendors, employees, warehouse staff, and management.
* Assist management with reports, documentation, employee records, and other administrative duties.
* Identify accounting, inventory, or customer account discrepancies and report them promptly.
* Keep the office organized and ensure company procedures are followed.
* Handle confidential company and customer information responsibly.

Requirements

* QuickBooks experience is required.
* Previous experience in office management, bookkeeping, accounting support, or administrative management is strongly preferred.
* Strong understanding of invoicing, A/R, A/P, customer statements, payments, and bank deposits.
* Strong computer skills, including Microsoft Excel, Word, email, and general office software.
* Excellent organizational and time-management skills.
* Strong attention to detail and accuracy.
* Ability to multitask and prioritize responsibilities in a fast-paced environment.
* Strong communication and customer-service skills.
* Ability to work independently and solve problems without constant supervision.
* Reliable, responsible, and willing to take ownership of assigned responsibilities.
* Experience in warehouse, wholesale, construction materials, cabinets, countertops, stone, or similar industries is a plus.

Preferred Qualifications

* Experience managing customer accounts and collections.
* Experience with inventory management.
* Experience reconciling customer payments and bank transactions.
* Experience preparing reports for management.
* Bilingual English/Chinese or English/Spanish is a plus, but not required.

Schedule

Monday – Friday: 7:00 AM – 4:00 PM
Saturday: 9:00 AM – 1:00 PM

We are looking for someone who is not only able to complete assigned tasks, but who can also take responsibility for office operations, identify problems, follow up on unfinished matters, and make sure important tasks do not fall through the cracks.