Office Manager

Digital Media Systems, Inc; Buxton (ND); On-site; USD 45,000 - 70,000; Full time

Job summary

An established industry player is seeking a dedicated Office Manager to oversee financial and administrative tasks. This full-time position requires strong expertise in QuickBooks Online and Microsoft Office 365, along with excellent communication and problem-solving skills. The role involves managing financial reporting, payroll, and vendor relationships, ensuring smooth office operations. Join a dynamic team committed to delivering superior audio-visual solutions to the entertainment industry. If you thrive in a fast-paced environment and are ready to take on new challenges, this opportunity is perfect for you.

Benefits

401(k)

Opportunity for advancement

Paid time off

Qualifications

• 5+ years of experience in a traditional office environment.
• Proficiency in QuickBooks Online and Microsoft Office 365.

Responsibilities

• Manage financial reporting, including budgets and reconciliations.
• Oversee accounts receivable and payable using QuickBooks Online.
• Administer employee benefit programs and vendor relationships.

Skills

QuickBooks Online

Microsoft Office 365

Adobe Pro

Problem-solving

Analytical Skills

Communication Skills

Tools

Jobber

Job description

Benefits:

• 401(k)
• Opportunity for advancement
• Paid time off

The Office Manager is a full-time position responsible for both financial and administrative tasks, including bookkeeping, payroll, office operations, report preparation, and ensuring financial record accuracy.

The ideal candidate will have at least five (5) years of experience in a traditional office environment, with proven proficiency in QuickBooks Online. The candidate should demonstrate independence, strong problem-solving, analytical, negotiating skills, and the ability to prioritize and manage multiple tasks. Excellent communication skills and a track record of client follow-up are essential.

Key Responsibilities

1. Financial reporting, including budgets, balance sheets, reconciliations, job costing, and aging reports.
2. Overseeing collections and accounts receivable.
3. Managing accounts receivable and payable, including invoicing and purchase orders using QuickBooks Online and Jobber.
4. Payroll administration and expense tracking.
5. Vendor relationship management, ensuring favorable rates and terms.
6. Staying updated on financial and operational legal requirements.
7. Reviewing and negotiating insurance policies.
8. Administering employee benefit programs.
9. Maintaining financial records in both paper and digital formats.
10. Handling client and staff communications for issue resolution.
11. Calendar management for field staff in coordination with the Field Service Manager.
12. Overseeing office maintenance and supplies management.

Knowledge, Skills, and Abilities

1. Extensive experience with QuickBooks Online (minimum 3 years).
2. Proficiency in Microsoft Office 365, especially Excel.
3. Experience with Adobe Pro for document management.
4. Effective communication skills, both oral and written.
5. Ability to work efficiently in a fast-paced environment with changing priorities.
6. Professional demeanor and appearance.
7. Knowledge of Jobber dispatching and billing software is a plus.

This is a permanent, full-time position with benefits. Work hours are Monday through Friday, 10 am to 6 pm, on-site in Mt. Vernon (Fleetwood), NY. This position is not remote. Please note that this job description is not exhaustive of all activities, duties, or responsibilities.

About Us

Digital Media Systems, Inc. specializes in audio-visual solutions for the motion picture industry, serving Hollywood studios, postproduction, and cinema exhibitors. Our mission is to deliver superior products, technology, support, and services to the entertainment industry efficiently and comprehensively.