Office Manager

About the job Office Manager

We are seeking a highly organized, experienced, and detail-oriented Senior Accounting & Administrative Operations Manager to oversee daily financial operations, payroll and benefits administration, insurance management, banking, reporting, and general office administration for multiple business entities. This role is ideal for someone who enjoys variety, works independently, and thrives in a fast-paced, multi-functional environment.

Key Responsibilities

Financial & Banking Management

• Maintain and reconcile multiple bank accounts and monitor daily balances.
• Make daily deposits and ensure funds are available for scheduled payments.
• Process sales audits and insurance audits when required.
• Handle collections, payment credits, and customer/vendor adjustments.
• Manage property tax payments and prepare detailed reports for CPA.

Accounting, A/P, A/R & Month-End

• Complete full-cycle A/P and A/R tasks.
• Perform month-end closing, coding, reconciliations, and financial reporting.
• File invoices and maintain organized financial documentation.
• Correct invoicing errors and support CPA, bank, and audit requests.

Payroll, HR Support & Compliance

• Oversee payroll processing and quarterly 941 filings.
• Manage 401(k) deposits, year-end census, and Form 5500.
• Track employee absences and communicate payment adjustments.
• Submit required IRS health insurance information electronically.

Credit Card & Expense Monitoring

• Review business credit cards daily for potential fraud.
• Reconcile monthly credit card statements.
• Ensure timely payment of credit cards, gas cards, and scheduled expenses.
• Maintain up-to-date vehicle files and renewals.

Insurance Administration

• Manage health, dental, and commercial insurance policies.
• Ensure timely payment of multiple life insurance policies.
• Collect and maintain Certificates of Insurance from vendors.
• Prepare annual insurance summaries for CPA.

Reporting & Sales

• Prepare monthly and quarterly sales tax reports for CPA.
• Maintain daily, monthly, and annual sales logs for leadership.
• Assist with annual top-customer reporting for promotions.

Administrative & Office Operations

• Answer phones when needed.
• Manage filing systems, office supplies, postage meter, and daily office upkeep.
• Coordinate deliveries and pickups with CPA.
• Maintain city permit compliance.
• Assist with general operations and special projects as needed.

Vendor, Customer & Portal Support

• Provide credit references and complete vendor credit applications.
• Use vendor portals (e.g., Taulia) to approve POs and create invoices.
• Prepare international shipment documents and secure freight quotes.
• Track down historical files, invoices, and purchase orders upon request.

Qualifications

• 5+ years of experience in accounting, bookkeeping, payroll administration, or office management.
• Strong understanding of A/P, A/R, bank reconciliations, financial reporting, and compliance.
• Experience managing multi-entity financials is a plus.
• High proficiency in accounting software, online banking, Excel, and general office systems.
• Exceptional attention to detail, organization, and follow-through.
• Ability to handle sensitive information confidentially.
• Strong communication skills and ability to work independently.

Key Traits for Success

• Highly organized and self-motivated
• Able to manage multiple priorities
• Accurate and detail-focused
• Professional and dependable
• Strong problem solver
• Comfortable working with minimal supervision

Benefits

(Customize as needed)

• Medical, dental, and vision insurance
• Paid time off
• Retirement plan options
• Paid holidays
• Professional, stable work environment