Office Manager

Magnify; Charlottesville (VA); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading service provider in Virginia seeks an experienced office manager to oversee job costing processes, maintain financial accuracy, and support administrative operations. The ideal candidate should have a strong attention to detail, proficiency with accounting software, and excellent organizational skills. Responsibilities include managing customer payments, processing subcontractor payments, and identifying process improvement opportunities in a dynamic work environment. Competitive compensation and a positive team culture are offered.

Qualifications

• Previous experience in office management, bookkeeping, or administrative operations.
• Strong working knowledge of accounting software and financial processes.
• High attention to detail and accuracy.

Responsibilities

• Manage job costing processes, including material purchase orders.
• Maintain accurate records in accounting software, including accounts payable and receivable.
• Support accounts receivable follow‑up and collections as needed.

Skills

Accounting software proficiency

Organizational skills

Communication skills

Problem-solving skills

Attention to detail

Job description

Responsibilities

• Manage job costing processes, including material purchase orders
• Process subcontractor payments and support payroll activities
• Receive, record, and deposit customer payments on a regular schedule
• Record and monitor expenses, invoices, and bills
• Maintain accurate records in accounting software, including accounts payable and receivable
• Reconcile bank accounts and revolving vendor accounts on a monthly basis
• Prepare and send customer invoices according to contract terms and production schedules
• Support accounts receivable follow‑up and collections as needed
• Calculate and process employee commission payments
• Prepare reconciled financial records for annual tax filings and audits
• Coordinate with external partners such as accountants, insurance providers, and government agencies when required

Administrative & Office Operations

• Open, review, and distribute mail in a timely manner
• Maintain organized digital and physical filing systems
• Set up new employees using established onboarding procedures
• Manage office technology, software, phones, and equipment needs
• Monitor and maintain office supply inventory
• Maintain standard company reports and complete ad‑hoc reporting as requested
• Ensure subcontractor documentation and insurance certificates are current
• Complete job setup and job closeout processes, including document uploads, reconciliations, and reporting
• Maintain a professional, positive, and respectful demeanor with clients, vendors, subcontractors, and internal team members
• Ensure timely and accurate data entry and recordkeeping
• Respond promptly to internal and external inquiries
• Maintain strict confidentiality of company and client information
• Adhere to established policies, procedures, and compliance requirements
• Proactively identify opportunities for process improvement and operational efficiency
• Communicate issues, risks, or missed deadlines to leadership in advance whenever possible

Qualifications

• Previous experience in office management, bookkeeping, or administrative operations
• Strong working knowledge of accounting software and financial processes
• High attention to detail and accuracy
• Ability to manage multiple priorities and meet deadlines
• Strong organizational, communication, and problem‑solving skills
• Comfortable working independently while collaborating with leadership and team members