Job Summary We are seeking a dynamic and highly organized Office Manager to oversee the daily operations of our busy office environment. This vital role involves coordinating administrative functions, managing office activities, and ensuring smooth communication with officers. The ideal candidate will bring a proactive attitude, exceptional organizational skills, and a passion for creating an efficient workplace. As the backbone of our office, you'll foster a welcoming atmosphere while maintaining high standards of professionalism and customer service. This paid position offers an exciting opportunity to lead office operations and support our team's success. Responsibilities Manage front desk operations, including greeting visitors, answering multi-line phone systems, and providing excellent customer support with professional phone etiquette Oversee administrative tasks such as data entry, filing, proofreading, and maintaining accurate records using Microsoft Office, Google Workspace, and other computer software Coordinate calendar management and scheduling for meetings, appointments, and events to optimize time management for staff and leadership Handle bookkeeping responsibilities utilizing QuickBooks or similar accounting tools to manage invoices, expenses, and basic financial records Support office management duties including supply procurement, space organization, and ensuring a clean, welcoming environment Assist with clerical duties such as typing correspondence, managing email communications, and supporting personal assistant functions when needed Provide bilingual support to accommodate diverse clients or team members and ensure effective communication across all levels Key Responsibilities Billing & Financial Administration Prepare, send, and track client invoices accurately and on time Accept and process client deposits and payments Maintain organized customer financial records and follow up on outstanding balances Client & Vendor Communication Handle professional email correspondence with clients, vendors, and subcontractors Prepare and send proposals and service agreements in a timely manner Serve as a primary point of contact for inquiries, ensuring prompt and courteous responses Contracts & Documentation Draft, review, and manage service contracts and related documents Ensure all contracts are current, properly filed, and accessible Maintain meticulous records with a high standard of accuracy and attention to detail Scheduling & Coordination Track important dates, deadlines, project timelines, and appointments Coordinate internal scheduling and communicate updates to the team as needed Proactively flag upcoming deadlines or conflicts before they become issues Requirements Proven experience in office management or administrative roles with strong organizational skills Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Google Workspace (Gmail, Calendar), and basic computer literacy Experience with data entry, filing systems, and customer service best practices Familiarity with QuickBooks or similar bookkeeping software is preferred Excellent phone etiquette and customer support skills with the ability to handle inquiries professionally Strong time management skills with the ability to prioritize tasks efficiently Qualifications & Skills Exceptional attention to detail — accuracy is non-negotiable in this role Strong proficiency in Microsoft Office Suite (Word, Excel, Outlook) Excellent written communication skills, including professional email correspondence Highly organized with the ability to manage multiple priorities simultaneously Reliable, punctual, and committed to being present and engaged in the office Experience with invoicing, billing, or basic bookkeeping preferred Prior office management or administrative experience strongly preferred Comfortable working, often alone, in a small business environment where flexibility, reliability and initiative matter Join us as the Office Manager and become a key contributor to creating an organized, welcoming workspace that empowers our team to excel. We value proactive individuals who thrive in fast-paced environments and are eager to support our company's growth through exceptional office leadership.

Pay:

$50,000.00 - $60,000.00 per year

Benefits:

401(k) 401(k) matching Health insurance Paid time off

Work Location:

In person