Office Manager / Creative Admin

The Office Manager is essential to keeping our fast-paced, growing strategic communications firm running smoothly. With a team of more than 20 employees across multiple states, this full-time, in-office position is based at our Honolulu headquarters and reports directly to the Chief Operating Officer (COO). Responsibilities include overseeing accounting and bookkeeping functions, managing front and back office operations, coordinating client billing processes and supporting staff and leadership to maintain an efficient and positive workplace. The ideal candidate is highly organized, detail-oriented and proactive, with strong communication skills, excellent computer proficiency and the ability to manage multiple priorities and deadlines in a creative, fast-moving environment. This position requires sound judgment, discretion and the ability to maintain the highest level of confidentiality when handling sensitive company, employee, client and financial information. Responsibilities Manage client billing from start to finish each month, including drafting 100+ invoices, coordinating edits with account leads, finalizing invoices and sending them to clients Process vendor invoices, staff reimbursements and credit card expense reports, ensuring proper coding and chargebacks to clients when applicable Enter, reconcile and maintain accurate financial data in QuickBooks Online; assist with preparing monthly and quarterly financial reports Manage and reconcile company credit card accounts Record cash receipts and make weekly bank deposits Track and follow up on accounts receivable to ensure timely payment collection Generate and distribute weekly, monthly and quarterly reports Office Administration & Operations Oversee daily front and back office operations, ensuring smooth workflow, timely communication and operational efficiency across all teams Handle incoming mail, deliveries and shared email accounts; maintain organized digital and physical filing systems Manage inventory of office supplies and equipment; coordinate maintenance and repairs as needed Serve as the primary point of contact for vendors and building management Support HR functions, including onboarding new employees and maintaining personnel records; coordinate staff meetings, lunches and team-building activities Work with COO to ensure company policies and procedures are up to date and compliant with applicable regulations Provide occasional administrative and logistical support to the CEO and leadership team, including coordinating travel, client meetings/meals, picking up supplies and handling other errands or requests as needed Requirements Minimum of five (5) years of experience in accounting, office management and/or administrative operations, preferably in the professional services industry Associate or bachelor’s degree preferred High level of computer proficiency, including Microsoft Office and QuickBooks Online, with the ability to quickly learn new software and online platforms; experience with Bill.com a plus Demonstrated ability to manage multiple tasks, shifting priorities and competing deadlines while maintaining accuracy, organization and attention to detail Strong organizational, communication and problem-solving skills High level of confidentiality, discretion and professionalism in all work #J-18808-Ljbffr