Assistant Office Manager

Job Description:

The Assistant Office Manager assists with administrative duties within the organization ensuring that business operations function efficiently and accurately. Responsibilities include duties like greeting visitors, managing office supplies, inputting/ maintaining accounting data, tax preparation tasks, client invoicing, communications with vendors and clients, creating/maintaining/processing internal operations and human resource documents, and support staff with administrative and human resource related tasks. This role is to assist the Business Operations Manager with an array of administrative, bookkeeping/accounting, and human resource responsibilities.

Basic Functions:

• Supports company operations by maintaining office systems.
• Maintains office services by organizing office operations and procedures, preparing payroll, controlling correspondence, designing filing systems, reviewing, and approving supply requisitions, and assigning and monitoring clerical functions.
• Record financial transactions, maintain records, fact check financial data and update financial statements.
• Record and maintain business income and expenditures in accordance with company procedures and government requirements.
• Perform tasks required for employee onboarding/offboarding and benefits analysis/ selection/ enrollment.
• Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement.
• Designs and implements office policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
• Keep executives/management/ third party accountants informed by reviewing and analyzing special reports; summarizing complex information; identifying trends.
• Achieves financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
• Contributes to team effort by accomplishing related results as needed.

Additional Duties and Responsibilities:

1. Communicate effectively to team members and clients.
2. Identify areas for improvement and make constructive suggestions for change.
3. Continually seek opportunities to increase customer satisfaction and deepen client relationships.

1. Communicate issues to clients and vendors keeping them informed of progress, notifying them of impending changes, agreed outages, billing adjustments, outstanding balances, etc.

1. Develop in-depth knowledge of the service catalog and how it relates to customer’s needs.
2. Document internal processes and procedures related to duties and responsibilities.
3. Responsible for entering time and expenses as they occur.
4. Account for all time, billable and non-billable time thru ticketing system.(e.g. ConnectWise)
5. Improve client service, perception, and satisfaction.
6. Maintain professional relationships with clients/vendors/team members.
7. Maintaining confidentiality of sensitive data, including but not limited to financial and human resources.
8. Perform other administrative and support tasks as required or requested.

Knowledge, Skills, and/or Abilities Required:

1. High level interpersonal skills: written/oral communication, active listening, and customer/team support.
2. Ability to manage time effectively, multi-task, adapt to changes quickly, and accurately complete tasks.
3. Technical ability to properly utilize email, word processing, financial spreadsheet, and presentation tools.
4. Proven aptitude to thoroughly learn and demonstrate knowledge of organization’s key products/services, as well as applications utilized within the organization.
5. Demonstrated experience with accounting and bookkeeping resources, concepts, and practices.
6. Self-motivated with the ability to work in a fast-moving, dynamic environment.
7. Strong attention to detail, organizational, presentation, and customer service skills.
8. Skill in strategic planning with an ability to think ahead and plan over a 6-24 month time span.
9. Ability to work in a team environment and communicate professionally and effectively.
10. QuickBooks experience preferred, other accounting/bookkeeping tools also beneficial.
11. ConnectWise experience preferred, other ticketing platform experience also beneficial.
12. ADP experience preferred, other HR/ERP platform experience also beneficial.
13. Associate or Bachelor Business degree preferred, but work experience is also greatly valued