Office Manager

4 weeks ago

Scottsdale, United States Runway Light, LLC Full time

Position: Office Manager & Executive/Personal Assistant

Salary: $85,000+ depending on applicable experience.

Position requires a background check, drug screening, and professional references. Position requires having your own transportation.

Requirements

Do not apply for this position if you don’t, at minimum, meet all three requirements listed below.

1)     Must be proficient in QuickBooks.

2)     Must be able to work in the Scottsdale, Arizona, office Monday through Friday, from 8 am to 5 pm. Remote work is not an option.

3)     Must have relevant experience in one of the following: office manager or executive/personal assistant.

Preferred But Not Required

·      Knowledge and experience with TradeLog, the stock market, and trading practices.

·      SalesForce experience/in-depth knowledge or experience using other CRM software.

Position Description

Our family office is located next to the Scottsdale Airport. The individual hired for this position will work in the office, Monday through Friday, from 8 am to 5 pm. Occasional weekend hours may be required. Position requires office management and accounting experience, more specifically QuickBooks experience. A bachelor’s degree is preferred but not required. The individual hired for this position will work directly with the CEO/business owner.

We are looking for an individual who has excellent oral and written communication skills, is proficient in Microsoft office and email software, has extensive QuickBooks/accounting experience, is proactive and takes initiative, has experience scheduling appointments and keeping executives apprised of appointments, has a customer service mindset, and enjoys working in a small, close-knit team.

The individual hired will need to have excellent time management skills and an aptitude for problem solving. Discretion and trustworthiness is important as the hired individual will have access to confidential information.

Office Manager Duties

·      Data entry.

·      Organize office space, and order office supplies when necessary.

·      Coordinate staff travel.

·      Manage databases and filing systems.

·      Type, compile, and prepare reports, presentations, and correspondence.

·      Make sure there are digital copies of all office documents. File both hard copies and soft copies in a systematic, easy-to-access manner.

·      Make phone calls and send emails on behalf of the CEO.

·      Obtain quotes, negotiate contracts, handle invoicing, and manage accounts.

·      Establish protocols for documenting information for consistency across the office. It might involve standardized naming conventions, file structures, and/or data entry formats. CRM software, or project management tools, helps efficiently organize, store, and access data.

·      Schedule and coordinate furniture, hardware, and/or software purchases, installations, and repairs.

·      Schedule appointments and keep executives apprised of appointments and any changes to the schedule. Provide both daily and weekly reminders for meetings and appointments.

·      Ensure that all bills are being paid on time and from the correct account.

·      Transfer or wire funds from one account to another.

·      Log all transactions in QuickBooks. Keep QuickBooks up-to-date daily and well organized.

·      Enter information into TradeLog. Keep TradeLog up-to-date.

·      Evaluate vendor accounts and make sure charges are accurate. In addition, compare prices with similar vendors and make sure we are employing the most cost efficient and effective vendor.

·      Oversee bank accounts and check them daily for any inaccuracies.

·      Administer payroll.

Executive/Personal Assistant Duties

·      Work with CEO’s accountant(s) and provide all necessary information and documents for filing Federal and State taxes.

·      Coordinate and complete all necessary processes for renewing and continually monitoring insurance (health, vehicles, homes, etc.).

·      Screen and answer phone calls and/or emails on behalf of the CEO.

·      Take detailed notes during in-person meetings, highlighting all action items. Email the notes to the CEO after each meeting. Follow up on and complete action items.

·      Conduct research, compile information, and prepare reports for the CEO.

·      Run errands, make reservations, and shopping. Note: all errands will be local – long distance travel is not required.

·      Check in with the CEO daily and see if there is anything else that needs to be done that day.

·      Check on CEO’s home and take care of select household duties while the CEO is out of town.

·      Oversee vehicle registrations, property taxes, house payments, and personal bills. Make sure those are paid, renewed, and addressed at the appropriate times.

·      Schedule travel (flights, rental vehicles, lodging).

·      Schedule and coordinate doctor’s appointments.

·      Proactively follow up on assigned tasks/projects.

  • ·      Provide both daily (sent by 5 PM) and end-of-week (sent by EOD each Friday) emailed reports to CEO regarding assigned tasks and ongoing projects. Report should include each task/duty/project, a detailed description of each task listed, the projected completion date, any correspondence related to the task, and any questions for the CEO (any information needed to complete the assigned task).

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