Trade show company in Chantilly, VA seeking an Office Manager with Bookkeeping experience for 25-30 hours/week.
Hours/Schedule: 25-30 hours/week, FT possible for candidate seeking full-time opportunity.
Job Type: Contract to Hire
Location Requirements: On-site at Chantilly office
Rate: $30-35/hour
Job Description: Direct, plan, organize, and evaluate administrative and human resources functions for the company. Oversee federal and state liabilities, insurances, and contracts. Ensure office is operating effectively and looks attractive. Assist President and Vice President. Make administrative decisions on behalf of the company when the President and Vice President are unavailable within an appropriate time.
Responsibilities:
Management
- Oversee company administration, replenishment of materials, expense authorization, staff schedules, and timesheets.
- Oversee Department activities ensuring they are managed effectively considering quality, budget, efficiency, accuracy, and deadlines.
Company Organization and Maintenance
- Open and/or close office.
- Maintain and order office equipment and supplies ensuring cost savings and budgets.
- Organize and maintain: supply area, copier area, server room, archive room, kitchens, restrooms, source room, conference room, show room, laminate area, and filing cabinets.
- Answer company phone and direct calls.
- Greet and assist visitors. Maintain virtual receptionist.
- Ensure company paper flow is being processed timely for speedy invoice preparation.
- Ensure office equipment receives preventative maintenance and repairs, when needed.
- Maintain Outlook Company Calendar with employee schedules and other events.
- Create and update office forms.
- Train administrative duties, procedures, policies, and equipment operation to all employees.
- Organize company and customer luncheons and events.
General Accounting, Accounting System, and Banking
- Ensure confidentiality of all documents concerning the company and employees.
- Ensure all transactions, contracts, policies are documented and filed in assigned place.
- Maintain and reconcile checking account and petty cash. Prepare bank deposits.
- Assist with company state and federal tax returns.
- Complete year end processes and archiving of all company documents for the year.
- Keep accounting procedures up to date. Research and recommend procedures and systems.
Accounts Payable
- Research, establish, maintain, and reconcile vendor accounts and records.
- Verify vendor invoices and credit card charges and enter into accounting system.
- Verify and assist with local and remote expense reports. Enter into system.
- Ensure company weekly, monthly, and quarterly state and federal liabilities are paid on time
- Pay vendors as directed.
- Reconcile accounts payable report monthly.
Accounts Receivable
- Assist with invoicing, including storage invoices.
- Verify customer invoices and enter into accounting system according to procedure.
- Send client overdue accounts receivable reminders.
- Reconcile accounts receivables monthly.
Payroll
- Verify timesheet details (20 employees)
- Verify the entered details, then assist with payroll.
- Verify reports and submit state and federal liabilities, monthly, quarterly, and yearly.
- Prepare, verify and submit pension and union payment monthly.
- Track and distribute Account Executive commissions.
Human Resources
- Prepare on boarding of new full-time or part-time employee, including work area set up, required documentation and forms, entering into system, and training plan.
- Ensure employees have what they need to be comfortable and complete their work tasks.
Contract Administration and Insurances
- Maintain accurate customer lists.
- Assist with customer needs if Account Manager and Account Executive are unavailable.
- Read and follow contract guidelines for implementation and on-going compliance.
- Monitor and track contract related invoices. Pay associated fees by the required deadline.
- Monitor and file required updates and price increases.
- Obtain quotes, review contracts, and assist with audits for company insurances.
Qualifications:
- 5 Years of Office Management Experience
- Minimum 3 Years of Bookkeeping or Accounting Experience.
- Experience with Accounting Software (Sage/Peachtree and QuickBooks used)
- Working Knowledge of Business Administrative, Clerical, and Office Procedures.
- Friendly and Professional. Company and Owner Focused. Loyal and Trusting.
- Excellent Organization Skills. Strong Attention to Detail and Accuracy.
- Effective Communication Skills and a Strong Service Orientation.
- Proficient knowledge of Microsoft Word, Excel, and Outlook.
- Must be able to walk upstairs. No elevator in 2-story facility. Must be able to lift 35 lbs.
FlexProfessionals respects and seeks to empower each individual and support the diverse cultures, perspectives, skills and experiences of its candidate network. FlexProfessionals does not discriminate on the basis of race, religion, color, sex, gender identity, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. The candidates whose resumes are shared with our business clients are selected on the basis of qualifications, merit, and business need.
