Office Manager Job at Magnify, Charlottesville, VA

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  • Magnify
  • Charlottesville, VA

Job Description

Job Description

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,

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