Assistant Office Manager

The Assistant Office Manager supports daily office and financial operations to ensure accuracy, efficiency, and compliance with company standards. This role provides leadership and coaching to office staff, oversees key processes including accounts payable, accounts receivable, deposits, claims, and inventory controls, and drives continuous process improvement. The Assistant Office Manager serves as acting Office Manager in their absence and supports overall operational effectiveness, including flexibility to meet business needs and performs other duties as assigned.

KEY OUTCOMES:

• Execute daily office financial operations accurately and on time, including accounts payable, accounts receivable, deposits, invoicing, credits, and claims
• Monitor outstanding accounts and financial transactions to ensure company obligations and performance expectations are consistently met
• Assist and oversee cycle count processes to ensure accurately, adherence to schedule, and with full system integrity
• Lead, coach, and develop staff to strengthen performance and engagement, including conducting semi-annual performance reviews
• Evaluate, improve, and implement operational processes to increase efficiency, accuracy, and overall effectiveness
• Maintain and update Standard Operating Procedures (SOPs) to ensure they are current, clearly documented, and support consistent, scalable operations
• Ensure inventory and operational records remain accurate, reliable, and up to date
• Resolve customer inquiries and concerns professionally and in a timely manner
• Assume duties of Office Manager in his/her absence and ensure office operations continue seamlessly

• Support business needs through schedule flexibility, including working occasional Saturdays when required

QUALIFICATIONS:

Education:

• High school graduate or equivalent

Work Experience:

• Three years of administrative, office management, or accounting support experience in a fast-paced office or operational environment
• Experience with accounts payable/receivable, basic bookkeeping, or financial recordkeeping
• Experience supporting or supervising staff, including training and mentoring team members preferred
• Experience using business systems (inventory management systems, ERP systems) preferred
• Experience identifying process inefficiencies and implementing improvements preferred

Skills:

• Strong written and verbal communication skills
• Excellent customer service and relationship-building skills
• Ability to work efficiently in a fast-paced environment while maintaining accuracy and attention to detail
• Ability to analyze existing processes, understand desired outcomes, and recommend or implement improvements to increase efficiency and effectiveness
• Ability to train, mentor, and support the development of team members
• Understanding of generally accepted bookkeeping practices preferred
• Proficient in Microsoft Office applications, including Word and Excel
• Comfortable using computers, business software, and office technology

Competencies:

• Leadership
• Team Building
• Analytical
• Detail Oriented
• Customer Savvy
• Organizational Skills
• Oral and Written Skills
• Ability to Manage Multiple Deadlines

Licenses and Certifications:

• Valid Driver’s License preferred