Office Operations Manager

Position Summary

We are seeking a highly organized, proactive Office Manager to support the day-to-day operations of our fast-paced creative agency. This is a hands-on role that supports the administrative, financial, and project workflow of a fast-paced small business. The Office Manager will help ensure new projects are properly opened and documented, financial and office processes stay organized, and project teams have the administrative support needed to keep jobs moving. The ideal candidate is detail-oriented, comfortable managing multiple priorities, and able to work effectively across projects.

Key Responsibilities

• Office Operations & Administration: Oversee daily facility management, vendor services, office supply inventory, mail distribution, and receptionist functions to ensure a seamless operational flow.
• Financial Management & Bookkeeping: Manage Accounts Payable (AP) and Accounts Receivable (AR), process vendor invoices, issue client billing, handle payments and deposits, and reconcile job-specific expenses.
• Purchasing & Vendor Relations: Issue purchase orders (POs), track material and project costs, collect receipts, and maintain vendor compliance and documentation (W-9s, COIs, contracts).
• Project Onboarding & Documentation: Enter and update new job data within internal tracking systems, prepare proposals/estimates, and ensure all client paperwork is accurate and complete.
• Project & Workflow Coordination: Support project leads by monitoring project timelines, following up on critical deliverables, and facilitating cross-team communication.
• Executive & Accounting Liaison: Maintain organized administrative and financial records, liaise with external accountants, and provide executive administrative support as needed.

Qualifications & Skills

• Experience: 3–5+ years of experience in office management, financial administration, bookkeeping, or operations within a fast-paced environment.
• Financial Acumen: Proven proficiency in AP/AR operations, job costing, invoicing, and coordinating with accounting teams.
• Technical Proficiency: Advanced knowledge of Google Workspace, Microsoft Office, accounting software (e.g., QuickBooks), and job management software.
• Organization & Detail: Exceptional organizational, multitasking, and problem-solving abilities with high attention to precision.
• Communication: Strong verbal and written communication skills with a professional demeanor when interacting with clients, leadership, and external partners.

Pay: From $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person