Office Manager/Bookkeeper

Key Responsibilities:

1. Bookkeeping & Financial Management

• Manage daily financial transactions, including accounts payable and receivable, expense tracking, and bank reconciliations.
• Maintain accurate financial records using QuickBooks Online, ensuring compliance and accuracy.
• Prepare monthly and annual financial reports for management.
• Process payroll using ADP, Purely, and 401K Trust, ensuring timely and accurate employee payments.
• Assist with budgeting, financial forecasting, and audit/tax preparation.

2. Office Management & Administration

• Oversee daily office operations, maintaining an organized and efficient workspace.
• Oversee inventory management and organizational systems for clients.
• Manage office supplies, equipment, and vendor relationships.
• Provide administrative support to leadership, including calendar management, meeting coordination, and event organization.
• Assist with employee onboarding, HR paperwork, and administrative functions as needed.
• Track and manage donations, grants, and fundraising efforts.

3. Client Support

• Assist account managers with client monthly reconciliation needs
• Track and manage select client auction redemption
• Track, manage and schedule select client appearances

4. Event Production Support

• Assist the event production team with administrative tasks such as vendor coordination, budget tracking, and invoicing.
• Ensure that all event-related expenses are properly recorded and stay within budget.

5. Communication & Coordination

• Serve as a primary point of contact for internal and external inquiries, ensuring professional and timely responses.
• Maintain open communication across departments to foster a collaborative work environment.

Skills & Qualifications:

Required Skills & Experience:

• QuickBooks Online Expertise: Must have strong proficiency in managing financial transactions.
• Payroll Processing: Experience using ADP, Purely, or other payroll software for accurate and timely payroll management.
• Strong Organizational Skills: Ability to prioritize multiple tasks, meet deadlines, and maintain a high level of accuracy.
• Positive & Proactive Attitude: A problem-solving mindset with a team-oriented approach.
• Time Management & Multitasking: Ability to work efficiently in a fast-paced, deadline-driven environment.
• Excellent Communication Skills: Strong verbal and written skills for professional correspondence.
• Experience in Event Production or Non-Profit Management (Preferred): Knowledge of event planning or fundraising operations is a plus.

Education & Experience:

• Associate’s or Bachelor’s degree in Accounting, Business Administration, or a related field (preferred).
• 2-3 years of experience in bookkeeping and office management, preferably in a fast-paced industry.
• Prior experience using QuickBooks Online and payroll software is required.

Working Conditions:

• Full-time, in-person role based in Woburn, MA (5 days a week).
• Occasional evening or weekend hours may be required based on event schedules.

Benefits:

• Competitive salary based on experience.
• Health benefits, PTO, 401(k), and additional perks.
• Collaborative and supportive work environment