Office Manager

Job Summary:

We are seeking an experienced and detail-oriented Office Manager to oversee the administrative operations of our office. The Office Manager will be responsible for managing clerical duties, overseeing financial processes including daily GL entries, as well as ensuring accuracy in the billing. Additionally, this role will involve tracking and updating purchase orders, ensuring compliance with local tax regulations, and handling disciplinary actions for direct reports.

Responsibilities:

1. Office Management:

- Manage and coordinate administrative functions to ensure smooth daily operations.

- Develop and maintain office policies and procedures manual to guide staff in their roles and ensure consistency in office operations.

- Implement and maintain office policies and procedures to ensure efficiency and compliance.

2. Financial Management:

- Perform daily General Ledger (GL) entries and reconcile financial statements.

- Follow procedures for financial processes, including GL entries and financial report generation, to ensure consistency and accuracy.

- Work closely with the finance team to ensure accuracy and timeliness of financial data.

3. Clerical Duties:

- Supervise and delegate clerical tasks such as data entry, filing, and record-keeping.

- Follow procedures for clerical tasks to ensure efficient and consistent execution.

- Organize and maintain office files, both physical and electronic, ensuring confidentiality and accessibility.

4. Purchase Order Management:

- Track and update customer purchase orders, verifying accuracy and completeness.

- Communicate with vendors to resolve discrepancies and ensure timely delivery of goods and services.

- Follow procedures for purchase order management, including requisition, approval, and receipt, to streamline the procurement process.

5. Tax Compliance:

- Ensure compliance with local tax regulations and requirements.

- Review invoices and expense reports to ensure correct taxes are applied for different localities.

- Follow procedures for tax compliance, including tax calculations and reporting, to ensure adherence to regulations.

- Coordinate with accounting and tax professionals to address any tax-related issues or inquiries.

6. Disciplinary Actions:

- Address performance issues and conduct disciplinary actions for direct reports in accordance with company policies and procedures.

- Document disciplinary actions taken, including verbal warnings, written warnings, and performance improvement plans.

- Provide coaching and support to employees to help them improve performance and meet expectations.

- Collaborate with HR to ensure consistency and fairness in disciplinary actions and adherence to legal requirements.

Qualifications:

- Must possess a minimum of three years of verified experience as an office manager.

- Bachelor's degree in Business Administration, Accounting, or related field preferred.

- Proven experience in office management, supervisory position, or related roles.

- Strong understanding of accounting principles and financial understanding.

- Proficiency in Microsoft Office suite, particularly Excel and accounting software.

- Excellent organizational and multitasking abilities.

- Strong attention to detail and accuracy.

- Effective communication and interpersonal skills.

- Ability to work independently and collaboratively in a fast-paced environment.

Preferred Qualifications:

- Prior experience in a similar role within the same industry.

- Familiarity with tax regulations and compliance requirements at the local level.

Note: This job description is intended to convey information essential to understanding the scope of the position and is not exhaustive. Duties, responsibilities, and qualifications may be adjusted as necessary to meet the evolving needs of the organization.