Office Manager

ffice Manager/Bookkeeper
A contemporary art gallery based in San Francisco is looking for an Office manager/Bookkeeper to organize and coordinate administration duties and manage business financials. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. The individual will also be asked to create monthly and quarterly reports for budgets, forecasts and other financial reporting as required by senior leadership. Office manager duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. A successful Office manager should have experience with a variety of office software (email tools, spreadsheets and databases) and be able to accurately handle administrative duties. Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

Responsibilities

· Serve as the point person for office manager duties including: maintenance, mailing, supplies, equipment, bills, errands, shopping

· Using QuickBooks to handle bookkeeping duties including all aspects of general ledger, accounts receivable, accounts payable, credit card statements, reconciling and cash flow.

· In charge of Financial statements, journal entries and other correspondences with CPA

· Schedule meetings and appointments

· Organize the office layout and order stationery and equipment

· Maintain the office condition and arrange necessary repairs

· Organize office operations and procedures

· Coordinate with IT department on all office equipment

· Ensure that all items are invoiced and paid on time

· Manage contract and price negotiations with office vendors, service providers and office lease

· Manage office General and Administrative budget, ensure accurate and timely reporting

· Provide general support to visitors

· Assist in the onboarding process for new hires

· In charge of payroll and HR

· Address employees queries regarding office management issues (e.g. stationery, Hardware and travel arrangements)

Skills

• Proven experience as an Office manager, Bookkeeper, or Administrative assistant

• Knowledge of office administrator responsibilities, systems and procedures

• Proficiency in Quickbooks

• Proficiency in MS Office (MS Excel and MS Outlook, in particular)

• Hands on experience with office machines (e.g. fax machines and printers)

• Familiarity with email scheduling tools, like Email Scheduler and Boomerang

• Excellent time management skills and ability to multi-task and prioritize work

• Attention to detail and problem solving skills

• Excellent written and verbal communication skills

• Strong organizational and planning skills in a fast-paced environment

• A creative mind with an ability to suggest improvements

** in office position, no remote work

Job Type: Full-time

Pay: $55,000.00 - $70,000.00 per year

Benefits:

• Health insurance
• Paid time off

Schedule:

• 8 hour shift

Ability to commute/relocate:

• San Francisco, CA 94108: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Preferred)

Experience:

• Bookkeeping: 3 years (Preferred)
• office manager: 2 years (Preferred)

Work Location: One location