Office Manager

The basic functions of the Office Manager are to serve as office manager of 17-person niche legal services and advertising firm and provide accounting services to firm and parent company.

The position requires operating with very limited daily supervision on administrative tasks including providing administrative support as requested to senior staff, staffing the firm’s front desk, and managing accounting tasks including accounts payable, accounts receivable, and billing functions.

Essential Functions and Responsibilities
Administration duties:
o Initiate and maintain electronic and paper client files;
o Manage firm-wide filing systems for all accounting, client and vendor records;
o Answer main phone line, open and distribute all incoming mail, and provide administrative support to staff as needed;
o Work with I.T. to coordinate tech-related service issues;
o Develop and maintain expertise in Marketing Pilot (project and media management software – training provided), including maintaining client and accounting records;
o Maintain and archive firm’s historical client files and records;
o Serve as primary payroll contact in firm;
o Server as primary H.R. liaison with parent company;
o Monitor all office supplies and order as needed;
o All other administrative duties as assigned.

Accounting duties:
o Prepare, route for approval, monitor and ensure accuracy of all client and vendor invoices;
o Coordinate all media insertion orders and purchase orders and reconcile at month end;
o Solely responsible for accounting electronic and paper filing systems;
o Ensure all accounting-related audit requirements are met;
o Manage accounts receivable, including working with project managers to ensure timely client payments;
o Manage accounts payable, including working with media planners to ensure timely vendor payments;
o Manage corporate credit card account, including monthly reconciliations and reports to parent company;
o Compile and enter soft costs into Elite system;
o Monitor bank account deposits to ensure validity;
o Submit W9s to clients as requested;
o Work with parent company to complete financial reports and assist with revenue forecasts;
o Complete credit applications, manual check requests, cash receipts, and other miscellaneous accounting tasks;
o All other accounting duties as assigned.

Minimum Job Qualifications & Experience
• 3+ years experience in both an accounting and administrative role.
• Advanced Microsoft Office knowledge.
• Superior verbal and written communication skills.
• Ability to multi-task and work in a fast-paced environment.
• Ability to organize and prioritize tasks and work with limited daily supervision.
• Excellent responsiveness and follow-through on inquiries and business needs.
• Positive and professional attitude.
• College degree preferred.
• Must be able to lift up to 15 pounds for moving of supplies and files as needed.