Bruiser Companies and its affiliates specialize in real-estate investment, technology development, legal services, and financial solutions. We are seeking a skilled, experienced, and highly-motivated individual to manage our headquarters, play a pivotal role leading the efficient administration of our operations, support our aggressive expansion, and embody our company's collaborative culture and positive work environment.
Position Summary:
The Office Manager must ensure the smooth and efficient mutli-faceted operation of our office. This role requires an individual who is highly organized, proactive, comfortable managing multiple responsibilities, and effective at completing tasks with minimal supervision. You will be responsible for office organization, facilities management, vendor coordination, bookkeeping and basic but flawless accounting, managing, organizing, and recording data and documentation, administering executive and operational calendars, and performing other administrative functions, all while maintaining a welcoming and productive professional atmosphere.
The ideal candidate will have excellent organizational, critical-thinking, and communication skills, a strong sense of initiative, and the ability to handle diverse office management challenges efficiently and effectively.
Key Responsibilities:
Office Operations & Organization
o Maintain and improve office organization, systems, procedures, and communication, to increase efficiency and productivity and mitigate risk.
o Handle day-to-day office inquiries, acting as the primary point of contact for personnel, visitors, and vendors.
o Manage office technology, equipment, and amenities, coordinating repairs, upgrades, and vendor relationships. Ensure the office is safe, clean, well-maintained, and functional at all times, including but not limited to making coffee, light but routine cleaning, and running the dishwasher daily, and serve as the liaison with building and janitorial management.
o Order and maintain office supplies, including first-aid and safety equipment, kitchen supplies, water, coffee, and other consumables, keeping track of usage and ordering ahead of time to avoid shortages, and manage inventory of office materials and equipment.
Executive & Administrative Support
o Provide executive and operational support, including managing calendars, coordinating meetings, deadlines, and tasks, and maintaining confidential materials in accordance with company policies.
o Assist executive leadership and support staff with project management; coordinate deadlines, meetings, and overall execution of priorities, responsibilities, and tasks; ensure all meetings, appointments, hearings, deadlines, and events are properly arranged and attended.
o Provide direct support for finance and HR tasks, including expense reports, timekeeping, onboarding, benefits administration, and employee records; perform data entry, document preparation, and filing.
o Track and process all required deadlines and payments for corporate, governmental, and industry registrations, licenses, contracts, insurance policies, and all other material approvals, agreements, policies, and documentation.
o Manage internal and external communications, ensuring all stakeholders are well-informed about meetings, events, and office operations; send a daily digest to executives and support staff and maintain to-do lists to ensure all deadlines are met.
Bookkeeping & Accounting Support
o Track loan balance changes and provide daily updates.
o Process and log cash and credit card expenses daily and review weekly with CEO; identify and communicate any weekly any required manual journal entries.
o Reconcile cash balances weekly, ensuring all transactions are accounted for, even those with pending deposits.
o Manage QuickBooks Online (QBO) for all affiliates, ensuring accurate financial tracking and reporting.
o Oversee outbound payments and track payments, ensuring timely processing and accurate records.
Vendor & Contract Management
o Manage vendor onboarding, ensuring proper contract and payment collection, processing, and documentation. Serve as the liaison between the company and vendors, maintaining organized records and ensuring all payments and contracts are up to date and that tasks are appropriately and timely assigned and completed.
o Communication & Coordination
o Manage internal and external communications, ensuring stakeholders are informed about meetings, events, and office operations.
o Coordinate company-wide meetings, events, and team-building activities, both virtual and in-person.
Support corporate travel arrangements, ensuring efficient bookings and itineraries.
Qualifications & Requirements:
High school diploma or equivalent required.
Associate's or Bachelor's degree in Business Administration, Management, or a related field preferred.
Minimum of 3 years of experience in an office management, administrative, or operations role, preferably in a professional, fast-paced environment.
Previous experience managing bookkeeping, calendars, sensitive and complex information, budgets, vendor relationships, and maintaining office facilities is highly desirable.
Strong organizational and time-management skills, with the ability to juggle multiple priorities and complete tasks with minimal supervision.
Excellent written and oral communication skills, a professional, approachable, and proactive demeanor.
High level of discretion and ability to maintain confidentiality.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Google Workspace, and other office management software. Knowledge of accounting software and project management tools is required.
Strong problem-solving skills and the ability to handle complex situations with tact and professionalism.
Ability to work independently and as part of a team in a collaborative, fast-paced environment.
Attention to detail and accuracy, with a proactive approach to troubleshooting, problem-solving, managing priorities, and completing tasks.
Ability to notarize documents as a certified Notary Public or be able to obtain a valid Notary Public certificate.
Ability to sit or stand for extended periods of time.
Ability to lift and carry office supplies and materials (up to 25 pounds).
Compensation & Benefits:
We offer a competitive salary based on experience, along with a comprehensive benefits package, including: