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Office Manager

15 hours ago

Pensacola, Florida, United States Gill Marine Full time

Job Summary

We are seeking a highly organized and detail-oriented Office Manager / Bookkeeper to oversee daily office operations and manage financial records. The ideal candidate will possess strong administrative, bookkeeping, and team management skills to ensure smooth functioning of our office environment. This role involves coordinating various administrative tasks, managing vendor relationships, and supporting staff through effective communication and organizational practices. Experience in medical office management or similar settings is a plus, along with proficiency in office software and financial tools.

Responsibilities

  • Manage day-to-day office operations, including front desk duties and multi-line phone systems
  • Oversee scheduling, calendar management, and appointment coordination for staff and clients
  • Handle bookkeeping tasks using QuickBooks or similar accounting software, including invoicing, expense tracking, and financial reporting
  • Manage payroll processing and human resources functions such as employee records, onboarding, and training & development
  • Coordinate vendor management activities, including procurement and contract negotiations
  • Assist with event planning and organization for company meetings, seminars, or community outreach programs
  • Maintain filing systems and ensure proper document organization for easy retrieval
  • Supervise administrative staff and provide training on office procedures and policies
  • Oversee budgeting processes to ensure departmental financial health
  • Ensure compliance with office policies, procedures, and safety standards
  • Provide excellent communication with clients, vendors, and team members through phone etiquette and professional interaction

Skills

  • Strong organizational skills with the ability to manage multiple priorities effectively
  • Excellent communication skills—both verbal and written—along with professional phone etiquette
  • Proficiency in QuickBooks, Microsoft Office Suite (Word, Excel, Outlook), and familiarity with multi-line phone systems
  • Experience in event planning, vendor management, and calendar management
  • Supervising experience with a focus on team management and development
  • Knowledge of human resources functions including payroll processing and employee onboarding
  • Background in bookkeeping or accounting with attention to detail in financial record keeping
  • Office experience in administrative or clerical roles within a professional setting
  • Ability to handle front desk responsibilities efficiently in a busy environment
  • Strong problem-solving skills with the ability to adapt quickly to changing priorities

This position offers an excellent opportunity for a motivated individual to contribute to the efficient operation of our organization while developing their professional skills within a dynamic team environment.

Pay: $46, $55,965.08 per year

Benefits:

  • Paid time off

Work Location: In person