Office Manager Job at Magnify, Charlottesville, VA

cTVHSzdZRVNNcjB6NFIyS1NaR2Z2UG9FMnc9PQ==
  • Magnify
  • Charlottesville, VA

Job Description

Office Manager

Key Responsibilities

Accounting & Financial Operations

  • Manage job costing processes, including material purchase orders
  • Process subcontractor payments and support payroll activities
  • Receive, record, and deposit customer payments on a regular schedule
  • Record and monitor expenses, invoices, and bills
  • Maintain accurate records in accounting software, including accounts payable and receivable
  • Reconcile bank accounts and revolving vendor accounts on a monthly basis
  • Prepare and send customer invoices according to contract terms and production schedules
  • Support accounts receivable follow-up and collections as needed
  • Calculate and process employee commission payments
  • Prepare reconciled financial records for annual tax filings and audits
  • Coordinate with external partners such as accountants, insurance providers, and government agencies when required

Administrative & Office Operations

  • Open, review, and distribute mail in a timely manner
  • Maintain organized digital and physical filing systems
  • Set up new employees using established onboarding procedures
  • Manage office technology, software, phones, and equipment needs
  • Monitor and maintain office supply inventory
  • Maintain standard company reports and complete ad hoc reporting as requested
  • Ensure subcontractor documentation and insurance certificates are current
  • Complete job setup and job closeout processes, including document uploads, reconciliations, and reporting

Standards & Expectations

  • Maintain a professional, positive, and respectful demeanor with clients, vendors, subcontractors, and internal team members
  • Ensure timely and accurate data entry and recordkeeping
  • Respond promptly to internal and external inquiries
  • Maintain strict confidentiality of company and client information
  • Adhere to established policies, procedures, and compliance requirements
  • Proactively identify opportunities for process improvement and operational efficiency
  • Communicate issues, risks, or missed deadlines to leadership in advance whenever possible

Qualifications

  • Previous experience in office management, bookkeeping, or administrative operations
  • Strong working knowledge of accounting software and financial processes
  • High attention to detail and accuracy
  • Ability to manage multiple priorities and meet deadlines
  • Strong organizational, communication, and problem-solving skills
  • Comfortable working independently while collaborating with leadership and team members

Job Tags

Contract work, For subcontractor, Work at office,

Similar Jobs

Macdonald & Company

Financial Analyst Job at Macdonald & Company

 ...preparation and maintenance of cash flow projections, ensuring corporate cost inputs are properly consolidated and results are clearly communicated...  ...Education and Experience: ~ Bachelors degree in Accounting, Finance, Economics, or a related discipline. ~1-2+ years of relevant... 

Sienna Systems

Identity Engineer Okta Job at Sienna Systems

 ...Engineer to join our Cyber Security team supporting a large Federal customer. The scope of work includes configuring and troubleshooting Okta, solving complex systems engineering problems, performing technical recommendations, and providing handson technical guidance in a... 

CoWorx Staffing Services

Bilingual Staffing Specialist Job at CoWorx Staffing Services

 ...This position is an in-person role, Monday through Friday. Branch hours are 8 am to 5 pm, with flexibility...  ..., recruitment, and incentives. Full-cycle recruitment from sourcing to...  ...social media skills ~ Strong planning, time management and analytical skills... 

WorkSource Oregon

Class C Driver Job at WorkSource Oregon

 ...bonuses!!- Be Home Daily ' Say goodbye to long-haul trips!- Uniforms Provided ' Stay comfortable and professional. - Annual Safe Driver Awards ' We recognize and reward safe driving. - 90% No-Touch Freight ' Easy delivery, palletized product. - Fun Incentives '... 

Visiting Rehab and Nursing Services

Physical Therapy Assistant - PTA - New Grad Job at Visiting Rehab and Nursing Services

 ...unexpected Are ready to build confidence in the field while having support behind you Our recruiters are flexible early birds, night owls, weekend warriors, weve got you. Apply today and start your Physical Therapy Assistant (PTA) career somewhere that doesnt...