Office Manager

Office Administration Manager

Key Responsibilities

Office Administration

Manage daily office operations and administrative activities.

Supervise, support, and develop customer service representatives, front desk personnel, and administrative staff.

Assist with employee scheduling, work assignments, performance reviews, hiring, coaching, and disciplinary documentation in accordance with company policies.

Maintain accurate office records, customer files, contracts, employee documentation, and company records.

Ensure compliance with company policies, procedures, and applicable federal, state, and local regulations.

Coordinate office equipment maintenance and maintain appropriate office supply inventory.

Serve as manager-on-duty on an as-needed basis.

Complete special projects, requests, and assignments as needed.

Customer Service

Oversee customer inquiries, service requests, complaints, and issue resolution.

Maintain a high level of customer satisfaction and support customer retention efforts.

Coordinate service schedules, customer needs, and route changes with operations personnel.

Support new customer onboarding and account setup.

Assist with sales-related processes and customer opportunities as needed.

Promote effective communication between customers, sales, service, delivery, and management teams.

Billing, Accounts Receivable & Accounts Payable

Manage customer billing processes and help ensure accurate and timely invoicing.

Oversee the collection and maintenance of customer information to support billing accuracy.

Monitor accounts receivable and actively follow up on outstanding and past-due balances.

Process and reconcile customer payments and maintain accurate financial records.

Review accounts payable coding and ensure expenses are properly recorded.

Assist with expense accruals and other accounting-related activities as needed.

Reconcile daily transactions and prepare operational and financial reports.

Financial & Operational Support

Support the General Manager by reviewing billing issues, expenditures, budgets, and other financial matters.

Assist with budget analysis and variance reporting.

Support the month-end close process, including preparation of accruals and review of general ledger and monthly operating statements.

Help ensure accurate and timely preparation of financial information and reports.

Identify administrative or financial issues and work with management to develop appropriate solutions.

Employee & Payroll Administration

Maintain accurate employee information related to payroll, benefits, demographics, and leave administration.

Assist employees with general questions regarding payroll, benefits, expenses, and other business office matters.

Coordinate with Human Resources and other departments to ensure employee information is accurate and processed appropriately.

Maintain confidentiality of employee, customer, and company information.

Qualifications

Associate or bachelor's degree in accounting, Business, Finance, Business Administration, or a related field preferred.

Two or more years of experience in business office functions or an equivalent combination of education and relevant experience.

Three to five years of experience in office management, finance, accounting, or a similar leadership role preferred.

Experience supervising or managing administrative or customer service employees.

Knowledge of general accounting, billing, accounts receivable, collections, accounts payable, and expense management practices.

Experience with budget analysis, financial reporting, and variance analysis preferred.

Strong customer service and problem-solving skills.

Excellent written and verbal communication skills with the ability to work effectively with customers, employees, and management.

Demonstrated ability to…