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Office Manager, Accounting

3 months ago

Arlington, United States McKenna & Associates LLC Full time

A Northern Virginia-based boutique strategic consulting and investment firm is seeking an experienced, full-time Office Manager to support the accounting, finance, human resources and administrative functions of the firm and provide additional support to both finance and advisory deal teams. The Office Manager will work alongside a dedicated team of ten current employees and report to the President of Operations. The position requires a level of adeptness, organization and attention to detail associated with all aspects of firm accounting and processing. 

To fulfill this position, the individual will work in the office five (5) days per week and be available remotely on an as needed basis on off hours, though limited.  The ideal candidate has previously operated in an office management, accounting, finance and administrative capacity, is familiar with high-profile business demands, can conduct, and manage several tasks at once and is comfortable in a fast-paced, entrepreneurial office environment. The ideal candidate can anticipate, organize, and manage several internal processes, interface with clients and vendors of the firm and provide structure for office operations including working with highly sensitive and/or confidential information. The candidate must be self-directed, have both a keen attention to detail and be able to execute with pace, maintain impeccable organizational skills and be an excellent communicator; have strong interpersonal skills and the ability to write and communicate are critical. Qualified candidates shall be in possession of a bachelor's degree, with a desired minimum five (5) years of experience in office management, accounting, finance and administrative capacity. Certified Public Accountant (CPA) or professional certification in accounting or finance preferred.

Scope of Work:

Office Management:

  1. Procurement of kitchen and office supplies.
  2. Office logistics and coordination for Facilities, Employees and Relevant Vendors.
  3. Maintains the office condition and equipment.
  4. Tracks employee birthdays and coordinates gifts, cards, and celebrations

Accounting Bookkeeping, Finance:

  1. Manage firm financial documents: P&L, Balance sheet and open invoices.
  2. Including all firm subsidiaries / investment holding entities.
  3. Transition firm financials from QuickBooks desktop to QuickBooks online.
  4. American Express: Work with the CEO's EA to code company AMEX to assign charges properly for accounting purposes.
  5. Manage depreciation schedule.
  6. Lead monthly invoicing working directly with the President of Operations, using Excel to update invoices for 7-12 clients.
  7. Compile and submit invoices and supporting documentation once monthly directly to firm clients.
  8. Lead coordination with outside tax professional(s) to ensure firm tax returns and obligations are fulfilled.
  9. Lead search for new tax professional for the firm.
  10. Working with internal legal team, review the current structure for tax advantages with outside counsel, ensure any potential tax efficiencies are reviewed to see if they are a fit for the firm.
  11. Aviation Assets and Tracking:
  12. For both the firm and aviation holding subsidiaries

Schedule and Efficiency:

  1. Assist Managing Directors of the firm and other team members with scheduling and calendar coordination for interactions both internal and external to the firm.
  2. Help keep the team on track and maintain schedule discipline.
  3. Executive level administrative support.
  4. Coordination of Travel, Itineraries, and expenses

Firm Capital Engagement Support:

  1. Join daily capital meeting to monitor and understand current investments and mandates.
  2. Utilize bookkeeping and other skills to assist as directed by firm Managing Director.
  3. Participate in research and due diligence as requested.
  4. Assist in the monitoring and tracking of the firm investment portfolio as required.

Firm Advisory Engagement:

  1. Maintain an awareness of the firm's advisory business by participating in relevant meetings and assisting the team as skills allow.

Human Resources:

  1. Work with the President of Operations to ensure small employee pool is properly enrolled in relevant benefits.
  2. Proper accounting of benefits and exploring new options as or if needed.
  3. Explore potential for new 401k or retirement program for firm consideration.

Miscellaneous Items:

  1. Minimal travel required.
  2. Pay commensurate with experience.

Required Skills/Experience:

  1. Bachelor's degree in business administration, accounting or related field required.
  2. At least five years' prior experience accounting, bookkeeping and/or finance or related field.
  3. Pro-active, detail-oriented, dependable, self-motivating.
  4. Personable and professional in manner and dress.
  5. Certified Public Accountant (CPA) or other relevant certification, Microsoft Office Specialist (MOS) or professional certification in office management preferred.
  6. Proficient computer skills, including Microsoft Office Suite (Outlook, Word, PowerPoint, and Excel); scheduling appointments/updating calendars a must.
  7. Excellent written and verbal communication skills.
  8. Ability to balance multiple tasks at once.
  9. Excellent time management and prioritization skills.
  10. Proficiency in collaboration and delegation of duties.
  11. Strong organizational, project management and problem-solving skills.
  12. Team builder that can support small team dynamics and manage small periods of high intensity from tight deadlines.
  13. Strong self-starter with ability to effectively operate when given little direction.
  14. Ability to prioritize and succeed in high tempo office in support of C-suite clients.
  15. Is a problem solver that seeks solutions.
  16. Conveys a positive attitude and has the ability to support an enjoyable or fun work environment.