Office Manager

Job Description Job Description GENERAL JOB DESCRIPTION The Office Manager position is a full-time, hybrid role that reports to the President, Director of Personnel and office staff. The Office Manager will work 4 days in our downtown Knoxville office with the option to work from home on Wednesdays.

The Office Manager plays a critical role in overseeing administrative and financial tasks, as well as supporting organizational and human resources tasks. Additionally, the Office Manager is responsible for maintaining an efficient and organized workplace, contributing to the overall success of the organization, and is responsible for any additional tasks assigned by the President or Director of Personnel. The Office Manager must have a growth mindset, be driven towards excellence, and demonstrate humility & strong interpersonal skills.

DESIRED QUALIFICATIONS Bachelor's degree in business administration, management, or a related field (or equivalent experience). Proven experience in office management, accounting or related role. Proficiency in various administrative software including Microsoft Office, Ajera, payroll management, accounting, project management and other relevant software. Proven experience in financial management including maintaining a budget.

Demonstrated commitment to serving other team members with humility and excellence. Proven experience completing assigned tasks to the highest degree of ownership and excellence. Excellent organizational, interpersonal, communication, problem-solving, multitasking, prioritization, and task ownership skills.

ESSENTIAL DUTIES & RESPONSIBILITIES Office Management Administrative Support: Provide administrative support to the team, including scheduling meetings, handling correspondence, and managing office communications. Office Organization:

Maintain a well-organized and efficient office environment, ensuring that supplies, equipment, and facilities are stocked and in good condition. Records Management: Maintain and organize important records, documents, and files, both physically and digitally, ensuring easy retrieval and compliance with data protection regulations.

Facility Maintenance: Ensure the physical office space is safe and well-maintained, coordinating repairs and maintenance as needed. Event Planning:

Organize and oversee office events, meetings, and functions, including logistical arrangements and coordination. Travel Planning: Coordinate firm-related travel for all staff including airline tickets, hotel reservations and car rentals.

Project Administration: Create new projects in project management software, includes transferring data from proposals, project schedules, project phases and any additional relevant project data. Calendar Management:

Coordinate and manage both the Company and Presidents calendar, including Company Lunch and Learns, Networking Events, Internal Meetings, and Client Meetings. Phone Call Management: Answer incoming calls in a professional and hospitable manner, direct caller to appropriate team members, and respond to voicemails.

Human Resources Compensation and Payroll: Implement and execute payroll processes, ensuring that employees are compensated accurately and fairly. Human Resource Administration:

Assist Director of Personnel in miscellaneous tasks. Accounts Receivable & Accounts Payable Invoicing: Generating and sending invoices to customers for products or services rendered.

Receive and review vendor invoices for accuracy and completeness. Code invoices with appropriate account codes and cost centers. Verify supporting documentation and obtain approvals as necessary.

Input invoice data into the accounting system for processing. Payment Processing: Receiving and recording payments from customers, which may include checks, electronic transfers, and credit card payments.

Account Reconciliation: Reconciling customer accounts to ensure that payments are accurately applied to outstanding invoices. Collections: Following up with customers who have overdue balances to encourage timely payment.

Record Keeping: Maintain organized and up-to-date records of invoices, payments, communication, and related documentation. File and archive documents as needed for record-keeping and audit purposes.

Reporting: Providing regular reports and updates to management on the status of accounts receivable, including any potential issues or trends. Generate accounts payable reports, aging analysis, WIP reports, and other financial reports as required by management. Assist in month-end and year-end closing processes.

Customer Communication: Communicating with customers to answer questions, provide account statements, and assist with payment arrangements. Posting Transactions:

Recording financial transactions in the company's accounting system, updating customer accounts, and maintaining accurate financial records. Vendor Communication: Communicate with vendors to resolve invoice discrepancies, payment issues, or other inquiries.

Maintain positive and professional relationships with suppliers and resolve payment-related concerns promptly. Expense Reimbursements: Process employee expense reports, ensuring adherence to company policies and verifying supporting documentation.

Reconciliation: Reconcile accounts payable sub-ledger with the general ledger to ensure accuracy and completeness. Investigate and resolve any discrepancies or outstanding balances. SUPERVISION & AUTHORITY This role is not responsible for supervising other employees.