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Office Manager

Our client is a Boston-based digital strategy, creative design and web development firm located in Somerville's Davis Square. They create award-winning websites for top brands in various industries including higher education, healthcare, technology, and travel.  If you're a multi-disciplined expert at your craft who loves figuring out new ways to do things, playing chess, beer Fridays and an overflowing snack cabinet, let's talk. Our client offers all the stuff you'd expect (excellent benefits including health, dental, and vision) and plenty of other really generous perks.

Office Manager

Our client seeks an Office Manager who can manage their financial accounting, revenue recognition and relationships with their PEO, customers, vendors and employees.  The job touches every part of their business and is vital to their success.

The Contribution of the Office Manager

The office manager responds to a lot of tasks that demand attention and must think creatively and proactively about the future.  We know the office manager is succeeding if the company’s money comes in and goes out as it should, the leadership team receives accurate, timely financial information, client and vendor relations are courteous and open, employees have what they need to do their work and visitors are well taken care of. Here is a summary of the tasks the office manager will do to accomplish all this.

  • Projects and Time. Set up new projects in our systems. Recognize revenue each month on each project with project managers.  Monitor all employees’ time entries at month end produce time reports.
  • Accounting. Create client invoices according to schedule, or (more often) as requested by project managers. Apply cash receipts to invoices, monitor collections and make collection calls and escalate collection problems to OHO management as needed. Post incoming vendor invoices after getting appropriate manager’s approval, prepare the weekly check run, print and mail checks, accrue for missing invoices and request them as needed. Reconcile the checking account and manage the day-to-day banking. Manage payroll. Track sales commissions. Process employee expense reports. Track fixed assets and depreciation. Manage OHO’s relationship with the tax accounting firm. Maintain corporate minutes and stock transactions.
  • Reporting. Generate the month-end income statement and balance sheet. Enter values in the spreadsheet forecasting model. Look at variances versus forecast and write explanatory notes. Participate in the monthly financial review meetings. 
  • Human Resources. Act as the point of contact with OHO’s PEO provider, orient new employees, set up their work area, their email and their phone.
  • Office Support. Restock recurring supplies, purchase computers and software, request facility maintenance from the building manager, receive visitors, and manage the mail and phones.

Our client's Office Manager will use a combination of web based and PC based tools. Familiarity with Google Applications, Basecamp, Excel, and Quickbooks is helpful.

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