Office Manager/Bookkeeper

Office Manager job summary

Our company is seeking an Administrative Assistant to manage the office, supervise staff and handle duties for upper management. We are looking for an individual who is efficient and comfortable being a member of a team. The ability to multi-task in a frequently fast paced environment, while maintaining complex schedules and managing administrative support, is essential in this position. The ideal candidate for this job is resourceful, self starter able to take project lead, be a good problem solver and very organized. Assuring a steady completion of workload in a timely manner is key to success in this position

Office Manager responsibilities

Manage workflow by assigning tasks to other administrative employees daily, ensuring that deadlines are met and work is completed correctly

Assist in training staff members and new hires

Implement and monitor programs as directed by management, and see the programs through to completion

Generate memos, emails and reports when appropriate

Assume responsibility for maintenance of office equipment, including computers, copy machines and fax machines

Maintain office supplies by checking inventory and order items

Respond to questions and requests for information

Answer incoming calls and assume other receptionist duties when needed

Ability to analyze and revise operating practices to improve efficiency

Detail oriented and comfortable working in a fast-paced office /manufacturing environment

• Produces information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Conserves executive’s time by reading, researching, and routing correspondence; drafting letters and documents; collecting and analyzing information; initiating telecommunications.
• Maintains executive’s appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel.
• Represents the executive by attending meetings in the executive’s absence; speaking for the executive.
• Welcomes guests and customers by greeting them, in person or on the telephone; answering or directing inquiries.
• Maintains customer confidence and protects operations by keeping information confidential.
• Completes projects by assigning work to clerical staff; following up on results.
• Prepares reports by collecting and analyzing information.
• Secures information by completing data base backups.
• Provides historical reference by developing and utilizing filing and retrieval systems; recording meeting discussions.
• Maintains office and laboratory supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; verifying receipt of supplies.
• Works with CFO and Controller to insure accuracy and completeness of invoices, travel expenses, reimbursements, payroll.
• Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer’s instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
• Contributes to team effort by accomplishing related results as needed.
• Exceptional communication skills primarily in English as a primary language, Spanish language skills would be appreciated
• Superior organization skills and dedication to completing projects in a timely manner
• Bookkeeping skills are necessary, understanding and experience with quickbooks are essential.

Executive Assistant Skills and Qualifications:

Writing Skills, Reporting Skills, Supply Management, Scheduling, high proficiency level with Microsoft Office Skills and Quickbooks, Organization, Time Management, Presentation Skills, Equipment Maintenance, Travel Logistics, Verbal Communication

Job Type: Full-time

Salary: $45,000.00 to $65,000.00 /year

Job Location:

• Davie, FL

Required education:

• High school or equivalent

Required experience:

• Office Manager: 3 years

Required language:

• English as primary language, and spanish as a second language is desirable