Office Manager at Vaco in New York, New York

Posted in Other 1 day ago.

Type: full-time





Job Description:

Client: Financial Services Firm
Role: Office Manager
Salary: $80,000-$90,000
Onsite 5 days a week
Permanent

Location: Manhattan - *5 days a week onsite*

***Highly preferring a candidate who has experience in financial services, banking, investment banking, real estate or a similar professional services industry
***Polished candidate with 2-5 years in office management with good tenure

Job Overview:
We are seeking a highly organized and versatile Office Manager to join our team. The ideal candidate will have strong administrative and office management skills, along with a background in IT support and invoicing. This individual will oversee day-to-day office operations, ensure the smooth functioning of office technology systems, manage invoicing and billing processes, and provide general administrative support to staff. The role requires attention to detail, the ability to multitask, and excellent communication skills.
Key Responsibilities:
  • Office Management:
    • Manage office supplies, inventory, and ensure the office is well-organized and running efficiently.
    • Oversee office facilities, liaise with vendors and contractors as needed.
    • Coordinate meetings, travel arrangements, and office events.
    • Ensure the smooth operation of office equipment and technology.
  • IT Support:
    • Provide basic IT support to staff, troubleshooting hardware and software issues
    • Liaise with external IT vendors for more complex issues or upgrades.
  • Invoicing & Billing:
    • Manage invoicing processes, including issuing, tracking, and following up on invoices.
    • Assist with accounts payable and receivable, ensuring timely payments and resolving discrepancies.
    • Maintain accurate financial records and ensure invoicing aligns with company policies and agreements.
    • Coordinate with the finance department on budget tracking, financial reporting, and audits.
  • Administrative Support:
    • Answer phone calls, emails, and other correspondence, responding to inquiries promptly and professionally.
    • Maintain and organize files, records, and databases.
    • Assist with recruitment and onboarding of new employees as needed.
    • Support other team members with administrative tasks as required.
Skills and Qualifications:
  • Education:
    • High school diploma or equivalent required.
    • Associate's or Bachelor's degree in Business Administration, IT, or a related field preferred.
  • Experience:
    • At least 2-3 years of experience in an office management or administrative role.
    • Previous experience with invoicing, billing, and accounting tasks is highly preferred.
    • IT support or technical troubleshooting experience is an asset.
  • Technical Skills:
    • Proficiency with office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook).
    • Experience with invoicing software (e.g., QuickBooks, FreshBooks) and familiarity with accounting software is preferred.
    • Basic knowledge of IT systems, networking, and cybersecurity practices.
    • Comfortable with troubleshooting hardware and software issues.
  • Other Skills:
    • Must be polished
    • Strong organizational and multitasking abilities.
    • Excellent communication skills (both written and verbal).
    • Ability to work independently and as part of a team.
    • Detail-oriented with a focus on accuracy.

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