Office/Operations Manager - The Job Exchange Associates, Inc.

Our client in Lansdale, Pa. is looking for a experienced Office/Operations Manager to join their growing team. This is a pivotal position within the organization reporting to and working along side the President in managing and overseeing the daily operations of the company. This is a Direct Hire role that offers excellent salary, commensurate with experience. This is an in office position and does not offer healthcare benefits at this time.

Job Overview: We are seeking a detail-oriented, organized, and proactive Office Manager to oversee the daily operations of our growing company. This role will require a diverse skill set, including managing office functions, handling Human Resources (HR) tasks, and overseeing basic bookkeeping responsibilities using QuickBooks Desktop. The ideal candidate will be a self-starter, capable of multitasking and ensuring the smooth flow of business operations while maintaining a positive and productive work environment.

Key Responsibilities:

1. Office Operations Management:
• Oversee the daily operations of the office, ensuring all systems and processes run smoothly.
• Lead, Manage and hold accountable the customer service team of 2.
• Coordinate office supplies and inventory, ordering as needed to maintain stock levels.
• Ensure office equipment and technology are maintained and functioning properly.
• Develop and implement office policies and procedures to improve efficiency and productivity.
• Organize and maintain office filing systems (both electronic and physical), ensuring proper document management.
• Act as the point of contact for vendors, service providers, and building management.
2. Human Resources (HR):
• Manage employee records, including personal information and employment history
• Maintain a safe and compliant workplace in accordance with local, state, and federal employment laws.
• Assist with payroll processing (in partnership with the payroll provider) and benefits administration.
• Provide training and assist with on-boarding new office employees
• Handle employee inquiries regarding HR policies and procedures
3. Bookkeeping and Financial Management:
• Manage day-to-day financial transactions using QuickBooks Enterprise Desktop, including accounts payable and receivable.
• Reconcile bank statements and credit card accounts, ensuring accuracy and timely resolution of discrepancies.
• Track expenses and manage budgets to ensure the company’s financial goals are met.
• Prepare, audit, and process invoices, ensuring timely payments and following up on overdue accounts.
• Assist in generating and analyzing financial reports, including Profit & Loss statements and balance sheets identifying trends and potential operational issues
• Make customer calls to resolve any credit collection issues
• Support the preparation of taxes, working closely with the external accountant to ensure compliance.
4. General Administrative Support:
• Answer phone calls, handle correspondence, and direct inquiries to the appropriate team members.
• Coordinate company meetings, luncheons, customer visits, appointments, and travel arrangements as needed.
• Assist with special projects and tasks as assigned by the leadership team.
• Ensure compliance with health and safety regulations within the office environment.

Qualifications:

• High school diploma required; Associate's or Bachelor's degree in Business Administration, Accounting, or a related field preferred.
• 3+ years of office management experience in a small business or similar environment.
• Proficiency in QuickBooks Enterprise Desktop (or similar accounting software).
• Strong knowledge of HR functions, including employee benefits, recruitment, and payroll processing.
• Basic understanding of accounting principles and financial reporting.
• Excellent organizational, communication, and multitasking skills.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook) and other office software.
• Strong problem-solving skills and a proactive attitude.
• Comfort with changing priorities and a dynamic work environment
• Ability to maintain confidentiality and handle sensitive information with discretion.

Working Conditions:

• Full-time position.
• Typical office hours: Monday–Friday, 8:30 AM to 5:30 PM.
• Occasional overtime may be required based on business needs.
• The position is based at the company’s office location.

Compensation and Benefits:

• Competitive salary based on experience.
• Paid time off (vacation, sick leave, holidays).
• Opportunity for professional development and growth within the company.