Part Time Office Manager
Hours
- Schedule Flexibility for 3-5 days a week, [18-25 hours per week] In office position with Wednesday mandatory
Reception
- Answer and announce telephone calls, greet clients/vendors/consultants/guests
- Order office supplies and stationery
- Assist with overnight package(s) and/or same day courier services
- Coordinate Lunch & Learn presentations, AIA certified courses by Manufacturer Representatives
Marketing
- Maintain I-Contact email database
- Maintain Unanet Contact database and client information
- Maintain Outlook database for firmwide access
Accounting (Unanet Accounting and Payroll Software)
- Accounts Payable – process incoming bills and monthly recurring payables, issue payments to vendors/consultants weekly and staff reimbursements monthly
- Accounts Receivable – monthly basis: assist with billing, issue Aging Statements to clients, post In-House transmittals costs per project
- Balance bank statements: checking, savings, money market
- Unanet Software – Open New Projects; Manage Existing projects and billing; Add Employees, Clients, Firms, Salary/Billable Rate changes
Office Management
- Maintain personnel file records
- Edit timesheet entries from marketing to actual projects once prospect becomes a signed deal
- Process bi-weekly payroll, including personal time off, accrual breakdown and labor allocations
- Process bi-weekly 401(k) employee contributions, loan repayment and company matching funds
- maintain Employee enrollments with benefit providers including health, dental, and Life/LTD/STD, and 401(k) plans – and adjust payroll deductions accordingly
- Maintain Employee Handbook updates
Qualifications
- General accounting knowledge
- Proficiency in Microsoft Suite of Software – Word, Excel, Outlook, etc.
- High school Diploma