Office Manager / Bookkeeper

Position Summary

The Office Manager / Bookkeeper oversees corporate bookkeeping functions while ensuring the office operates efficiently on a daily basis. This position manages corporate accounting, office administration, vendor relationships, employee onboarding logistics, and provides exceptional internal and external customer service.

Essential Responsibilities

Corporate Bookkeeping

• Review American Express cardholder activity as needed.
• Enter American Express receipts and allocate expenses to the appropriate property, company, or department as needed.
• Reconcile American Express statements as needed.
• Enter corporate accounts payable invoices.
• Process corporate bill payments.
• Manage inter-company billing transactions.
• Reconcile corporate loan accounts.
• Assist with monthly financial close and reporting.
• Regular review of key GL accounts.
• Review corporate A/R.

Office Management

• Order and maintain office supplies.
• Coordinate office equipment, furniture, and supply inventory.
• Prepare workstations, computers, and office equipment for new hires.
• Coordinate office maintenance and vendor services.
• Maintain office organization and common areas.
• Assist with company mail distribution and shipping.

Customer Service & Administrative Support

• Answer incoming phone calls and provide excellent customer service.
• Supervise the Front Desk Receptionist.
• Serve as backup to the Front Desk Receptionist.
• Assist team members with administrative projects as needed.

Penske Truck Operations

• Manage Penske truck reservations.
• Check trucks in and out.
• Perform light cleaning and inspections between rentals.
• Coordinate maintenance or repairs as needed.
• Work Saturdays, as needed for reservations.

Additional Office Management Responsibilities

• Maintain office vendor relationships.
• Coordinate company event and meeting logistics.
• Monitor office safety and emergency supplies.
• Assist with employee onboarding and offboarding logistics.
• Maintain office policies, forms, and administrative records.
• Coordinate office keys, access cards, and equipment inventory.
• Support leadership with administrative projects and special assignments.

Qualifications

• Previous bookkeeping or office management experience preferred.
• Strong organizational and multitasking abilities.
• Excellent customer service and communication skills.
• High level of accuracy and attention to detail.
• Proficiency in Microsoft Office and accounting software.
• Ability to maintain confidentiality and work independently.