Office Manager

Office Manager

A growing company in Dallas is seeking an experienced Office Manager to oversee financial operations, human resources support, and general administrative functions. This role plays a key part in maintaining efficient office operations while supporting leadership with financial reporting, vendor coordination, payroll administration, and internal processes.

The ideal candidate is highly organized, detail-oriented, and capable of managing multiple responsibilities including accounting support, HR coordination, procurement tracking, and office administration while maintaining a professional and collaborative work environment.

Key Responsibilities

Daily Responsibilities

• Record company credit card and petty cash expenses in accounting software
• Input vendor bills for accounts payable
• Record and deposit incoming payments
• Email daily reconciliations and financial summaries to leadership
• Organize reimbursable expenses for tax documentation
• Coordinate with facility management regarding rent, maintenance, and service requests
• Manage IT and printing service providers for office operations
• Assist with additional administrative tasks as needed

Weekly Responsibilities

• Generate cash flow forecasts, bank reconciliations, and accounts receivable updates
• Follow up on outstanding client payments
• Compile weekly employee timesheet summaries

Monthly Responsibilities

• Collaborate with leadership to project upcoming invoicing
• Issue client invoices for services and reimbursements
• Review and process staff expense reimbursements
• Settle recurring monthly bills
• Verify third-party service charges
• Reconcile all bank accounts
• Submit state sales tax returns
• Track employee hours per project
• Share accounting data with external tax professionals
• Onboard new clients into company systems and assign internal codes

Annual Responsibilities

• Conduct year-end financial reconciliation and archive records
• Submit required tax documentation such as 1099 forms
• Renew required business certifications
• Manage professional license renewals for company principals
• Oversee vendor and service provider contract renewals
• Coordinate with accountants for corporate tax filings

Human Resources Support

• Book business travel and distribute travel funds
• Administer semi-monthly payroll
• Manage annual tax documentation for employees and contractors
• Support employees with payroll and benefits inquiries
• Manage time-off records and enforce company policies
• Oversee health insurance renewals and employee education
• Prepare offer letters and onboard new hires including HR systems, payroll, benefits, and IT setup
• Offboard departing employees across company systems and services

Office & Administrative Support

• Answer incoming phone calls
• Sort and distribute daily mail and deliveries
• Coordinate office presentation and preparation for special visits
• Provide general administrative support to leadership and team members

Marketing & Proposals

• Support proposal development and submission
• Assist in preparing marketing materials and promotional collateral
• Manage branded material inventory
• Assist leadership with special projects when needed

Procurement Responsibilities

• Issue purchase orders and process vendor payments
• Coordinate procurement between team members, clients, and suppliers
• Maintain detailed purchase tracking spreadsheets
• Monitor and expedite outstanding orders
• Reconcile procurement budgets with purchase records

Requirements

• Bachelor's degree in Business, Finance, or related field
• Proficiency in Quick Books (desktop and/or online) and Microsoft Office Suite
• Understanding of general business tax regulations
• Strong attention to detail and organizational skills
• High level of discretion and integrity when handling confidential information
• Proactive and solutions-oriented mindset
• Ability to work independently with minimal supervision
• Strong interpersonal and collaboration skills
• Ability to adapt to changing priorities and challenges

What You Bring

• Commitment to operational excellence and confidentiality
• Positive attitude and willingness to go above and beyond
• Ownership of responsibilities with strong problem-solving ability
• Ability to support a diverse team and maintain a positive office environment
• Interest in growing with the role and the company over time