Office Manager

iQ 360®; Honolulu (HI); On-site; USD 65,000 - 90,000; Full time

Job summary

iQ 360® in Honolulu seeks an experienced Office Manager to keep our fast-paced, growing strategic communications firm running smoothly. This in-office role oversees accounting, front and back office operations, client billing processes and staff support, reporting to the Chief Operating Officer.

The ideal candidate is highly organized, detail-oriented and proactive, with strong computer proficiency in Microsoft Office and QuickBooks Online, and the ability to manage multiple priorities in a

Qualifications

• Minimum of five (5) years of experience in accounting, office management and/or administrative operations
• Associate or bachelor's degree preferred
• High level of computer proficiency, including Microsoft Office and QuickBooks Online, with the ability to quickly learn new software and online platforms; experience with Bill.com a plus
• Demonstrated ability to manage multiple tasks, shifting priorities and deadlines while maintaining accuracy
• Strong organizational, communication and problem-solving skills
• High level of confidentiality, discretion and professionalism in all work

Responsibilities

• Oversee accounting and bookkeeping functions
• Manage front and back office operations
• Coordinate client billing processes
• Support staff and leadership to maintain an efficient workplace
• Manage and reconcile company credit card accounts
• Record cash receipts and make weekly bank deposits
• Track and follow up on accounts receivable
• Generate weekly, monthly and quarterly reports
• Serve as primary contact for vendors and building management
• Support HR functions including onboarding and staff meetings
• Coordinate travel and leadership support as needed

Skills

Strong organizational skills

Attention to detail

Multi-tasking

Discretion and confidentiality

Communication skills

Education

Associate degree

Bachelor's degree

Tools

Microsoft Office

QuickBooks Online

Bill.com

Job description

The Office Manager is essential to keeping our fast-paced, growing strategic communications firm running smoothly. With a team of more than 20 employees across multiple states, this full-time, in-office position is based at our Honolulu headquarters and reports directly to the Chief Operating Officer (COO).

Responsibilities include overseeing accounting and bookkeeping functions, managing front and back office operations, coordinating client billing processes and supporting staff and leadership to maintain an efficient and positive workplace.

The ideal candidate is highly organized, detail-oriented and proactive, with strong communication skills, excellent computer proficiency and the ability to manage multiple priorities and deadlines in a creative, fast-moving environment. This position requires sound judgment, discretion and the ability to maintain the highest level of confidentiality when handling sensitive company, employee, client and financial information.

Essential Functions

• Manage client billing from start to finish each month, including drafting 100+ invoices, coordinating edits with account leads, finalizing invoices and sending them to clients
• Process vendor invoices, staff reimbursements and credit card expense reports, ensuring proper coding and chargebacks to clients when applicable
• Enter, reconcile and maintain accurate financial data in QuickBooks Online; assist with preparing monthly and quarterly financial reports
• Manage and reconcile company credit card accounts
• Record cash receipts and make weekly bank deposits
• Track and follow up on accounts receivable to ensure timely payment collection
• Generate and distribute weekly, monthly and quarterly reports

Office Administration & Operations

• Oversee daily front and back office operations, ensuring smooth workflow, timely communication and operational efficiency across all teams
• Handle incoming mail, deliveries and shared email accounts; maintain organized digital and physical filing systems
• Manage inventory of office supplies and equipment; coordinate maintenance and repairs as needed
• Serve as the primary point of contact for vendors and building management
• Support HR functions, including onboarding new employees and maintaining personnel records; coordinate staff meetings, lunches and team-building activities
• Work with COO to ensure company policies and procedures are up to date and compliant with applicable regulations
• Provide occasional administrative and logistical support to the CEO and leadership team, including coordinating travel, client meetings/meals, supplies inventory and handling other errands or requests as needed

Requirements

• Minimum of five (5) years of experience in accounting, office management and/or administrative operations, preferably in the professional services industry
• Associate or bachelor's degree preferred
• High level of computer proficiency, including Microsoft Office and QuickBooks Online, with the ability to quickly learn new software and online platforms; experience with Bill.com a plus
• Demonstrated ability to manage multiple tasks, shifting priorities and competing deadlines while maintaining accuracy, organization and attention to detail
• Strong organizational, communication and problem-solving skills
• High level of confidentiality, discretion and professionalism in all work