Office Manager, Admin & Book Keeper
This position is responsible for assisting the President of a small flourishing company in the successful operation of their day-to-day business. They are responsible for communicating direction, helping and follow-up on policies, procedures and assigned projects as directed. The position will be responsible for managing multiple administrative functions related to executive support, coordinating meetings, and will collaborate on special projects and assignments as needed. He/she will be responsible for confidential and time sensitive material in an environment where professionalism, competence, communication skills and confidentiality are of paramount importance.
Come join an organization that personifies excellence and continually strives to provide world-class customer service to our valuable customers. Consider becoming a member of our team! This person must have the ability to interact with everyone in a fast-paced environment, sometimes under pressure while remaining flexible, proactive, resourceful and efficient.
The person must have the highest levels of professionalism and confidentiality. We are looking for the services of an achievement-oriented, career-minded Administrative Assistant to effectively support a growing company. Candidate should be a self starter and highly motivated to provide excellent work product. Must be flexible and willing to “wear many hats” at any time for a small office environment.
Primary duties include:
Administrative/ clerical
- Office management experience preferred in a telecom or IT related field.
- Communicate and handle incoming and outgoing communication.
- Assist with preparation of presentation material.
- Review and summarize various reports and documents.
- Prioritize multiple projects and initiatives simultaneously.
- Arrange travel schedules and reservations for management as needed.
- Must possess strong written and verbal communication skills
- Must be detail oriented.
- Independently and proactively prioritize and handle multiple responsibilities.
- Highest of proficiency at Microsoft Office, Smartsheet, CRM, all Social Media portals and tools, including Excel, Word, PowerPoint, Outlook
- Maintain Executive calendars including scheduling all travel, meetings, setting up conference calls, etc.;
- Prepare board presentations and minutes for distribution to members and investors.
- Establish accessible and supportive relationships with auditors, project managers, remote support consultants.
- Develop and prepare spreadsheets, PowerPoint presentations, and other documents as required.
- Prepare routine and advanced correspondence including letters, memoranda, and reports;
- Resolve problems and make recommendations related to administrative functions;
- Perform general office duties such as ordering supplies, office staff PTO calendars, general office cleanliness, processes
- High energy individual with self-direction, discretion and strong work ethic;
- Demonstrated ability to work collaboratively and in a team-oriented environment;
- Outstanding verbal, interpersonal and written communication skills;
- Proven track record of time-management, multi-tasking and meeting tight deadlines
- Qualified candidates will have significant experience in a similar role, with a reputation for maintaining confidentiality, using discretion and good judgment.
Excellent computer skills, a high attention to detail in all written and verbal correspondence, and a high level of professionalism are required. Office Management
Bookkeeping
- Enter all bills in QB and pay when due through the TD website via QB.
- Invoice clients for services rendered. Billing must be emailed to Danya for review by the 5th of every month and out by the 10th of each month provided they are approved and returned for processing by the 9th of the month.
- Payments and commissions to subcontractors and referral agents for services performed for Gotham clients must be paid by the 10th of each month. If for some reason this cannot occur, you must inform Danya so she is aware and can inform them if deemed necessary.
- Prepare and review job costing reports by client to analyze profitability on a monthly basis..
- Track commissions in QuickBooks. Work with vendors to make sure commissions are being paid timely and accurately.
- Update the Source Tracker monthly for commission percentages and payment dates.
- Enter all checks in QuickBooks and make deposits.
- Track Accounts Receivable, Payables, cash flow, taxes including sales tax and 401k accounts in QuickBooks online.
- Accurately maintain petty cash and the accounting in QuickBooks online
- Run monthly financial reports for Danya from QuickBooks online including P&L, projected cash flow, aged accounts receivable etc. and review them prior to the monthly controller meeting to inform Danya of any necessary items.
- Reconcile all bank and credit card statements prior to the monthly controller meeting and review with Danya so she is aware of any variations or concerns.
- Schedule weekly one on one meetings with Danya where both parties present necessary findings, ask questions etc. to stay on top of all financial aspects of the business. Meetings should be conducted at a standing time each week unless circumstances preclude its occurrence and should be rescheduled as soon as possible.
- Tracking Expenses/Expense Reports.
- Create and Review client folders for billing and review and manage contracts before signature for both clients and vendors, as well as commissions for accuracy and optimization.
- Other duties and projects as assigned.
Job Type: Full-time
Pay: $75,000.00 - $95,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Life insurance
- Paid time off
- Professional development assistance
- Referral program
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Experience:
- Bookkeeping: 5 years (Preferred)
Ability to Relocate:
- New York, NY 10018: Relocate before starting work (Required)
Work Location: In person