VisionPoint Marketing is looking for an experienced Office Manager to join our growing team. The Office Manager will perform administrative tasks in such functional areas as executive support, human resources support, financial support, purchasing, research, and office management. This person must be exceedingly well organized, must be a flexible team player, and must be able to carry out all functions with the highest standards of quality, efficiency, professionalism and confidentiality. We offer flexible hours and this position could be part-time or full-time.
What You Will Do
Provide executive administrative support for VisionPoint’s President and CEO including correspondence, scheduling and maintaining files of shareholder meetings, calendar, travel and other tasks as required.
Human Resources Support
Serve as on-site supervisor with company professional employer organization with responsibilities such as: submitting payroll twice a month; processing job candidate applications; performing initial phone screens; generating offer letters and termination paperwork to employees; making updates to employee records; coordinating and onboarding new employees; tracking PTO; managing the annual review process; ensuring personnel files are complete.
Coordinate the following HR processes: background checks, drug testing, 401k administration with year-end compliance and voluntary benefits.
Perform all bookkeeping functions in QuickBooks Pro software including client billing, monthly statements, credit card reconciliation and financial reports.
Prepare and file required reports by the deadlines: 1099s, sales and use tax filings, property tax filings, tax returns with other states. Compile all information required for federal and state income tax returns for company.
Perform all tasks required to ensure renewal of company state and national certifications. Responsible for compiling required documentation and filing before deadlines.
Perform general office tasks: processing mail; mailing and shipping; purchasing; researching; inventorying and maintaining office equipment; ordering office and event supplies.
Negotiate annual service contracts such as: IT service, phone, security, cleaning service and auto/property/liability insurances. Submit service tickets and follow-up as necessary.
Manage all company contracts and files such as, but not limited to: clients, vendors, contractors, certifications, business license renewals, registered agents, confidentiality agreements.
Coordinate company events including: bi-annual two-day summit, monthly employee award recognitions, Lunch ‘n Learns and other events as requested.
Manage general office coordination and communication with entire company to ensure flow of information.
Experience and Education
The ideal candidate would possess the following skills, interest and experience:
A minimum of 5 years’ previous executive administrative/office management experience
Proficiency in Microsoft Office and QuickBooks
Outstanding verbal, written and interpersonal skills
Professional demeanor, poise and appearance
Impeccable organizational skills, attention to detail and follow-through
Ability to represent the company with vendors
Highest standard of quality and efficiency
Ability to effectively plan, anticipate and take appropriate action in a proactive manner
Ability to work independently with minimal supervision in a fast-paced environment
A flexible attitude with respect to work assignments and willingness to learn
Highest integrity and discretion with the ability to maintain confidentiality
Actively contribute to VisionPoint’s culture
Commensurate with experience.
What We Are Like Here at VisionPoint
It's absolutely essential that future team members fit within – and contribute to – our culture. Our communication, our collaboration, our satisfaction and our growth are entirely dependent on whether we all, as individuals, embrace and live out our values. We want to see the Vision Points become more and more manifest in our work and our relationships, and we'll only hire other team members who share that desire.
Do you think you are the perfect fit? If so, please send us a thoughtful, well-crafted email telling us why you belong on the VisionPoint team along with your resume to email@example.com with Office Manager in the subject line.