Office Manager
Paradise, PA
Full Time
Mid Level
Paradise Custom Kitchens is looking to add an Office Manager to their team.
Position Summary
The Office Manager will support our executive team and ensure the smooth operation of our office. This role requires a blend of administrative expertise, office management skills, and the ability to handle multiple tasks efficiently. The ideal candidate will have experience in providing executive administrative support, managing office operations, bookkeeping, payroll and coordinating events.
Essential Functions
Educational and Other Requirements
Position Summary
The Office Manager will support our executive team and ensure the smooth operation of our office. This role requires a blend of administrative expertise, office management skills, and the ability to handle multiple tasks efficiently. The ideal candidate will have experience in providing executive administrative support, managing office operations, bookkeeping, payroll and coordinating events.
Essential Functions
- Utilize QuickBooks for financial tracking and reporting as well as posting and paying invoices.
- Sending statements for outstanding balances.
- Downloading checks and submitting to the Bank.
- Balance bank statements.
- Transfer money from money market to/from checking as needed.
- Make deposits through Remote Deposit.
- Monthly closings and billed job list to submit to the accountant for tax remittance and month end journals.
- Prepare 1099s and work with accountant for month, quarter and year end closing.
- Manage time and attendance system and processing payroll in a timely manner, including recording Paid Time Off (PTO), quarterly sales commissions, running reports and downloading journal entries into QuickBooks
and tax filings - Scan credit card receipts into google job files, reconcile VISA statements, and post charges to jobs.
- Assist with yearly insurance renewals.
- Keep 401k records up to date and schedule yearly one-on-one employee meetings and group meetings.
- Ensure HR files are up to date including records of new hires and terms, contracts and documentation, process insurance, COBRA, life insurance, 401k, tax forms, I9s, workers compensation and unemployment.
- Participate in yearly workers compensation and liability audits.
- Update subcontractor certificates of insurance, subcontractor agreement, W9 and PA licenses.
- Maintain office supply inventory, fulfill requests, and manage a system for employees to request supplies.
- Serve as the first point of contact by answering phones and greeting visitors and customers in a professional and friendly manner
,assisting with postage and mail, and providing general administrative support. - Maintain strict confidentiality of sensitive information.
Educational and Other Requirements
- Previous experience in accounting, management and human resources
- Bachelor’s degree in Accounting, Business, Finance, or equivalent is preferred.
- Proficiency in Microsoft Office Suite.
- Familiarity with QuickBooks is preferred.
- Experience in vendor management and AP/AR is highly desirable.
- Excellent proofreading abilities with strong attention to detail.
- Strong administrative skills with the ability to manage multiple priorities effectively.
- Exceptional communication skills, both written and verbal.
- Ability to work independently while being a team player.
- Ability to multitask, prioritize, and work efficiently under pressure.
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