Office Manager / Finance Assistant

Job Description

Job Description

Office Manager / Finance Assistant

Position Summary

The Office Manager / Finance Assistant is responsible for a variety of financial, administrative, clerical, and office management functions that support the day-to-day operations of the company.

This position will assist with accounts receivable, accounts payable, billing, collections, reconciliations, office administration, customer support, purchasing, vendor communication, inventory, and general office operations. The position requires someone who is highly organized, detail-oriented, dependable, and able to effectively manage multiple priorities in a fast-paced environment.

The Office Manager / Finance Assistant will handle a high volume of work with periodic interruptions and must be able to prioritize tasks, meet deadlines, and maintain a high level of accuracy. The candidate must be customer-service oriented and provide professional and courteous support to customers, vendors, employees, and management at all times.

Finance & Accounting Responsibilities

• Ensure invoices are billed accurately and recorded in a timely manner.
• Properly code and enter accounts payable transactions for multiple companies.
• Review and process billing in accordance with client agreements.
• Ensure special billing requests are submitted and routed through the required approval process.
• Assist with the monthly reconciliation of various general ledger accounts.
• Prepare batches of payments for data entry and processing as required.
• Enter journal entries to accurately account for intercompany expenses.
• Process a high volume of billing and payment postings while maintaining accurate and timely records.
• Communicate with clients regarding invoice-related inquiries and collection status.
• Call customers regarding outstanding accounts receivable and assist with collection efforts.
• Research and resolve billing discrepancies and perform client statement reconciliations.
• Create and maintain accurate client files, ensuring all required documentation is complete and properly maintained.
• Monitor client accounts through follow-up, collection, and payment allocation activities.
• Follow up on non-payments, delayed payments, and other account irregularities.
• Handle and coordinate credit applications for new customers.
• Process customer claims and assist with researching and resolving discrepancies.
• Assist with inventory reconciliation and related accounting records.

Office Management & Administrative Responsibilities

• Answer incoming telephone calls and direct inquiries to the appropriate department or individual.
• Greet and direct visitors to the appropriate destination.
• Manage and maintain a professional, organized, and welcoming reception area.
• Communicate and coordinate with company maintenance vendors regarding building and office needs.
• Collect outgoing mail and affix required postage.
• Maintain accurate records of postage and related invoices.
• Maintain an adequate inventory of supplies needed for courier and delivery services.
• Purchase and maintain inventory of building and office supplies.
• Coordinate office-related purchases while maintaining appropriate records and documentation.
• Maintain organized office files, records, and documentation.
• Run company errands, including dropping off and picking up documents, packages, supplies, or other items as needed.
• Assist with the production and coordination of ongoing projects that support daily business operations.
• Assist management and other departments with administrative tasks and special projects as needed.

Customer & Operations Support

• Maintain positive customer relationships through professional communication by phone, email, and other appropriate methods.
• Assist Customer Care when needed to help address customer questions, concerns, or high-volume periods.
• Demonstrate excellent phone etiquette and maintain professionalism when communicating with customers.
• Handle difficult, excited, or irate customers professionally and assist in de-escalating situations when appropriate.
• Assist with customer claims, account questions, and other customer-related matters.
• Assist with product inventory at ToyTopia locations as needed.
• Assist with inventory counts, reconciliation, and related documentation.
• Communicate with vendors and internal departments to help resolve operational issues.
• Support the company with general administrative and operational needs as assigned.

Human Resources & Employee Support

• Assist Human Resources with employee engagement ideas, activities, and company functions.
• Assist with preparation and coordination of employee-related events and activities.
• Provide general administrative support to Human Resources as requested.
• Maintain professionalism and confidentiality when handling employee-related information.

General Responsibilities

• Maintain organized and accurate records related to accounting, customers, vendors, office operations, and other assigned areas.
• Manage multiple tasks and priorities while maintaining accuracy and meeting deadlines.
• Communicate effectively with management, employees, customers, vendors, and other business contacts.
• Maintain a professional and positive attitude while working in a fast-paced office environment.
• Work independently when appropriate while also contributing effectively as part of a team.
• Assist with special projects and other tasks as directed by company management and/or supervisors.
• Perform other job-related duties and assigned tasks or projects as needed.
• Job duties may be changed, expanded, or added based on department and company needs.

Requirements & Qualifications

• Associate degree or equivalent education and/or experience required; Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• Minimum of 2–3 years of relevant experience in accounting, finance, office administration, office management, or a related field.
• Strong accounts receivable and accounts payable skills.
• Understanding of basic accounting principles and GAAP as they relate to receivables, revenues, payables, and expenses.
• Experience with SAP Business One preferred.
• Strong communication and interpersonal skills.
• Excellent written and verbal communication skills.
• Excellent phone etiquette and professional customer service skills.
• Ability to communicate effectively with customers, including the ability to professionally handle and de-escalate difficult or irate customers.
• Strong organizational skills and attention to detail.
• Ability to multitask, prioritize responsibilities, and manage frequent interruptions.
• Must be self-directed, motivated, dependable, and able to work independently.
• Ability to work effectively within a team environment.
• Proficiency in Microsoft Office, including Excel, Word, and PowerPoint.
• Ability to maintain confidentiality and exercise sound judgment when handling company, customer, and employee information.
• Punctuality and consistent work attendance.
• Ability to adapt to changing priorities and take on new responsibilities as business needs change.

Safari Ltd is an American owned, family operated manufacturer and worldwide distributor of educational toys. These authentic, hand-painted figurines have been inspiring children around the globe for three generations. Our mission is to teach children the importance of nature and its conservation through the joy of play. And we've been doing a solid job so far...

Company Description

Safari Ltd is an American owned, family operated manufacturer and worldwide distributor of educational toys. These authentic, hand-painted figurines have been inspiring children around the globe for three generations. Our mission is to teach children the importance of nature and its conservation through the joy of play. And we've been doing a solid job so far...