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Office Manager
4 weeks ago
Postern is seeking a highly organized and self-motivated Office Manager to become the operational backbone of our team. This role is central to our success, overseeing all financial administration, human resources functions, and daily office operations. The ideal candidate is a proactive problem-solver who thrives on creating order and efficiency, allowing our creative team to focus on delivering exceptional work for our clients. You will be the key person responsible for ensuring our office runs smoothly, from bookkeeping and payroll to HR support and vendor management.This position is full-time in our Frederick, Maryland office.Job Responsibilities:Financial Administration & BookkeepingManage all accounts receivable (A/R) functions, including client billing, recording payments in QuickBooks, and collections.Manage all accounts payable (A/P) functions, including entering bills and processing payments.Perform daily bookkeeping and financial data entry in QuickBooks for multiple entities.Conduct monthly reconciliation of all bank and credit card statements.Prepare and generate key financial reports (e.g., P&L, A/R aging) as needed.Handle all A/R and A/P inquiries from clients and vendors.Monitor bank accounts and manage cash flow.Payroll & TaxProcess bi-weekly payroll accurately and on time, including commissions, deductions, and benefit contributions (HSA, 401k).Manage employee timekeeping and time-off request systems.File all necessary payroll reports.Prepare and file monthly sales tax and assist with quarterly tax payments.Coordinate with our external accountant for year-end tax preparation, including 1099 and W-9 management.Human ResourcesManage the complete employee lifecycle, including new hire onboarding (paperwork, account setup) and offboarding procedures.Administer employee benefits, including health insurance and 401(k) open enrollment and annual renewals.Assist in maintaining all confidential employee records and files.Assist in drafting and maintaining HR policies and process documentation.Handle unemployment claims and requests for separation information.Office & Operations ManagementServe as the primary point of contact for all office operations, managing relationships and contracts with vendors (IT, building services, equipment).Coordinate all building and property management tasks.Maintain an organized and professional office environment.Manage all physical and digital filing systems.Order all office supplies and manage equipment inventory.Handle miscellaneous administrative tasks, including annual business filings, insurance renewals, and census reporting.Assist in coordinating internal team meetings and events.Requirements:Proven experience as an Office Manager, Full-Charge Bookkeeper, or similar administrative role, preferably in a creative agency or small business environment.Expert-level proficiency in QuickBooks is required.Strong and comprehensive understanding of bookkeeping principles (A/R, A/P, reconciliation, and reporting).Demonstrable experience processing payroll and managing payroll systems (experience with Paychex is a plus).Experience with human resources administration, including onboarding, benefits management, and compliance.Exceptional organizational skills and meticulous attention to detail.Demonstrated ability to manage multiple priorities and deadlines in a fast-paced environment.High level of integrity and discretion in handling confidential financial and employee information.Excellent written and verbal communication skills.A proactive, “can-do” attitude and a knack for problem-solving and improving processes.Proficiency in Google Workspace (Gmail, Drive, Docs, Sheets, Meet) and Microsoft Office Suite.Demonstrate the ability to participate and contribute to a space for creativity, ideation, collaboration, fun, and learning.Is flexible on changing workloads.Committed to professional growth and development.Excitement for growth and embracing new opportunitiesBenefits:CareFirst Healthcare, dental and vision plans with the employer paying half the monthly premiumHealthcare Savings Account with an employer contribution matchFidelity Retirement Account with Employer MatchPaid time offPaid holidaysTransform Coaching Sessions Monthly (One-on-one and team sessions)Professional Development Support
