Do you have a proven track record running a successful office? If working in a small company environment executing tactical functions while making sure our office performs efficiently sounds like your dream job, this could be a great role for you! The role of Office Manager will perform various functions and tasks to ensure the smooth running of the Netropole office.
The person will assist with some day to day bookkeeping tasks including AR and invoicing, while also working with the team on purchasing and receiving. They will coordinate office activities, answer phones as needed, and prepare for and receive guests for scheduled meetings. Additionally, this role will help organize and maintain record-keeping, file maintenance and correspondence.
This role requires someone who is a critical thinker, meticulous, and outgoing who enjoys collaborating with an energetic team and thrives in a fast-paced environment. Successful candidates will have strong interpersonal skills, impeccable writing and verbal communication skills, a confident presence, adept logical troubleshooting ability, and task management skills.
Netropole Inc, is Portland's most trusted name in technology services, and we are dedicated to providing an atmosphere that is not only a fun place to work but is also a dynamic and challenging environment. With 30 years providing best in class mission critical IT services to businesses, our goal is to offer talented people a challenging and rewarding career with professional growth opportunities. Along with competitive compensation, 401K and health benefits, we offer a collaborative and professional office environment.
Primary Responsibilities
Accounting Support Responsibilities
- Receives and deposits checks
- Establishes and updates customer accounts and information that corresponds to services and/or project contracts.
- Creating and sending invoices to clients
- Maintains records of financial transactions in accounts by verifying, allocating, and posting transactions
- Receives payments, posts amounts paid to client accounts and submits deposits
- Supports aspects of purchasing and receiving
- Assist and collaborate with Accounting with:
- Establishing customer agreements
- Investigating and resolving customer inquiries with billing and invoicing as well as delayed payments and other irregularities.
- Assist with ensuring payables are either entered or redirected to the correct accounting staff member.
- All necessary administrative and clerical functions to support the accounting department
- Makes recommendations to upper management regarding staffing issues and procedural changes. Ensures that day-to-day operations align with organizational objectives
- Assist Sales & Marketing Manager with marketing activities (including social media content, email marketing, lead tracking, and event coordination) on an as-needed basis.
- Office supply Ordering
- Mail processing
- Organize birthday and anniversary acknowledgements for staff
- Act as the morale committee chair and ensure the execution of monthly team-building events
- Maintain files, prepare correspondence
- Phone and Reception Coverage, as needed
- Performs data entry and record keeping
- Provides administrative support to the President as needed
- Primary point of contact for office facilities management including site issues, supplies and support services (janitorial, repairs, etc)
- Attend sales, service and staff meetings as scheduled
- Other office duties as assigned
- 4-5 years of experience in an office support position
- 2+ years of experience in professional services or client services industry
- Bookkeeping knowledge required
- Proficient with Microsoft Office, intermediate Excel knowledge/usage
- Excellent organizational, communication, and time management skills
- Attention to details and commitment to quality
- Ability to handle confidential information in a discreet, professional manner
- Ability to multitask and prioritize work assignments with critical deadlines
- Ability to work autonomously in a fast-paced environment
Physical Requirements
Work is primarily knowledge-worker oriented using computer systems. Occasional exertion and lifting of up to 20 pounds to move office or computer equipment. Occasional crawling, kneeling, and squatting. Use of computer (keyboard/mouse), and phone. Visually inspects, prepares, and analyzes data & figures.. Occasional travel (car/airplane). Occasional exposure to outdoor environmental conditions as a result of travel.