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Requirements
This new hire must embody collaborative attributes in order to join our team as Office Manager/Bookkeeper
This individual will help organize and coordinate office operations and procedures
The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks
The candidate will be able to work independently with little or no supervision, have good judgment and excellent customer service skills
This person must be exceedingly well organized, personable, and enjoy the administrative challenges of supporting an office of creative and technical individuals
The Office Manager/Bookkeeper shall be committed to the organizational values and have a passion to serve within the field of design, architecture and customer service
Bilingual (Spanish/English) preferred
Furthermore, the selected individual must embody professionalism, organization, resourcefulness, and resiliency skills
Bookkeeping software experience (Quickbooks)
Great customer service skills in-person, over the phone and by email
Person will also be following up with clients for payment and late payments
Maintain organized and neat office space
Attention to detail, strong drive for neatness and clarity
Strong organizational and planning skills
Problem solving and cost-saving analytical skills
Time management, ability to multi-task & prioritize tasks
Must be proactive, independent and great team player; ability to successfully operate under ambiguous guidelines
Excellent verbal, interpersonal, and written communication skills (including spelling and grammar)
Proficiency in MS Office: word processing, preparation of spreadsheets, etc
Bachelor's Degree in accounting, finance, economics or related field
Creative or design interest and/or experience
Background in HR and/or IT a plus, although not necessary
Responsibilities
Bookkeeping; invoicing, accounts payable/receivable
Bank account and credit card reconciliation
Collections
Customer Service- via phone, email and in person assistance/ direction
Operations Support- help address client needs, find solutions, and make recommendations when appropriate
Serve as the point person for maintenance, mail/shipping, purchasing, bills, event planning, and other duties as necessary
Manage relationships with vendors, service providers, and landlord
Prepare letters, reports, project proposals
Provide executive support to Principal Architect - scheduling meetings, handling appointed tasks
Coordinate maintenance of software licenses and subscriptions
Maintain office policies and procedures
Support marketing activities
Coordination with payroll company, accountant, business, insurance and 401(k) consultants
Working with staff to update and track project status
Preparing financial reports and office budgets
