The Office Manager will provide advanced administrative and accounting support to include a variety of administrative and clerical duties. The Office Manager will be required to manage multiple projects and work well in a team environment. This role requires the ability to maintain absolute discretion and confidentiality expected of a professional at this level. The administrative support provided will not be routine.
Duties and responsibilities
The Office Manager performs complex administrative duties, involving contact with and exposure to highly confidential materials and information.
Plan, assist and occasionally attend events, including reserving and setting up rooms, planning activities, preparing materials, arranging catering, and other related activities.
Use of various software applications, such as Microsoft Office-Excel, Word, PowerPoint, and multiple Google applications to compose or edit reports, presentations or other documentation.
Plan, schedule, setup, and manage a variety of meetings (internal and external).
Help Leadership and Management protect their time and create efficiencies by greeting visitors, reviewing correspondence, and disseminating information to others, for example.
Maintain inventory of office supplies/food, break room supplies, and company promotional products.
Organize and purchase employee and client gifts.
Open and distribute mail/packages each morning and afternoon.
Monitor/manage cleaning crew functions and communicate directly when necessary.
Utilize spreadsheets to calculate expenses by the department while entering payables.
Generate bank and credit card reconciliation PDFs every month.
Perform monthly billing for both Web Talent Marketing and Shyft Careers.
Apply/process client invoice payments.
Upload and format documents for use in our human resources system.
Maintain and update various spreadsheets for different departments.
Find and research items for the office (furniture, artwork, hardware.) as needed.
Support the coordination of podcast guests with business development.
Answer and direct company phone calls.
Assist with special projects and other duties as assigned.
Qualifications
High School Diploma AND a minimum of three years experience; Degree from a college or university a plus; Will consider the right candidate with less experience with proper schooling as a foundation.
Basic to intermediate Accounts Payable and Accounts Receivable experience.
Minimum 1 year of experience in a financial or accounting related role.
Excellent written and verbal communication;
Demonstrate ability to act independently, organize workload, set priorities, work well under deadline pressures, adapt to change, and handle confidential material;
Demonstrate the ability to exercise independent problem solving and decision making with a high degree of initiative and self-coordination;
Extremely proficient in Word, Excel, and PowerPoint (at a minimum), experience with Xero, Google, and Mac products a plus;
Strong follow-up and schedule management skills;
Experience in creating and managing spreadsheets, databases and PowerPoint presentation;
Must have reliable transportation and willingness to complete errands.
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