Office Manager / Executive Assistant

OFFICE MANAGER / EXECUTIVE ASSISTANT

Cutting edge community project planning company looking for an experienced Office Manager with the desire and ability to run this very busy office.  We’re looking for a self-motivated individual to join our dynamic team. Your role will be to support company operations working directly with the President.  Our clients depend upon us to complete projects on time.  If working under hard deadlines energizes you and you are driven to get the job done right every time, then the role of Office Manager might be for you.

Our client provides

• An ambitious, purpose-driven working environment
• Close-knit, friendly atmosphere.
• A place to learn from others and challenge yourself
• A flexible, open workplace in the heart of the Beach Street district in Daytona Beach

The office manager will have outstanding organizational and documentation capabilities. Systems should be developed and followed for each of the following Key Responsibility Areas:

Office Management

• Administrative Support for President and Project Managers, As Needed
• Review Operating Practices; Receive and Interact With Incoming Visitors
• Design and Maintain Systems for Records Management; Office Supplies; Purchasing; Assemble Packages (Proposals, Grant Applications); Maintain Current Licenses; Research and Maintain All Required Insurance

Human Resources

• Create/Maintain Employee Files, Position Descriptions, Qualifications, Etc.
• Develop Policies, Rules, and Procedures as Needed, or Required by Law

Payroll

• Collect Time Sheets/Process Payroll
• Allocate Hours to Clients & Projects/Process Payroll Taxes

Contracts

• Prepare Contract Drafts for Review/Coordinate Execution with Client
• Review Contract Scope with Project Managers Periodically to Ensure Adherence
• Prepare Invoices Monthly In Accordance with Contract Terms

Accounts Receivable

• Process and Track Payment Deposits/Maintain Accurate Records
• Produce Monthly Aging Reports/Follow-Up As Directed

Accounts Payable

• Maintain Timely Payment of monthly invoices, Sub Consultants, Vendors, Organizations, Memberships and Other Accounts Payable
• Reconcile Bank Statements

Social Media/Marketing

• Post Regular Updates to Company Website and Social Media
• Distribute Press Releases
• Develop Project Fact Sheets for Completed Projects

Calendar Management

• Schedule Meetings for President and Staff
• Manage Calendar Conflicts/Track Deadlines (Grant Applications, Reports)
• Track Events (City Commission Meetings, Organization Meetings, Conferences)

Travel Arrangement

• Book Travel Arrangements and prepare Staff for meetings and conferences with Copies of Reservations, Meeting Locations, Directions and Agendas

Expense Reports

• Follow-Up with Staff to Collect Expense Reports in Timely Manner
• Complete Monthly Expense Report and Mileage Log for President
• Assist With Preparing and Reimbursing Expenses
• Track Expenses by Project Number and Apply to Client Invoices

Filing System

• Establish and Maintain Filing System, Including Digital and Hard-Copy Files
• Ensure Adherence to Maintain Company Record and Project Documentation
• Coordinate with Project Managers

Event Manager

• Coordinate, Manage and Assist with Managing Company Events and sponsorships, as directed

The successful candidate’s background will include:

• Several Years Demonstrated Experience as an All-Around Office Manager
• Expert level experience with Microsoft Office, particularly Word, Excel and PowerPoint, GIS and graphic design a plus
• Management of Time Sensitive Projects
• Experience Developing and Following Systems and Processes
• Bookkeeping Experience Including Tracking Budget Expenses
• Proven Ability to Produce Highly Detailed and Well-Documented Work 
• Attention to detail and a high level of quality
• Ability to work independently
• Effective communications – both verbal and written.
• Min 2 years of College Education.  4-year degree a plus
• Winning/Never Quit Attitude

If selected, you will be invited to join this growing, energetic team in Daytona Beach, receive a competitive wage and the opportunity to work on projects that really matter in a dynamic team environment.