Office Manager

Snapshot; Nashville (TN); On-site; USD 52,000 - 70,000; Full time

Job summary

Snapshot in Nashville, TN seeks an Office Manager to own the office, front desk, and supplies while supporting accounting, HR, and special projects. The role reports to the VP of Administration and collaborates with the CEO and President.

It is a full-time, in-person position, five days a week, with responsibilities spanning operations, bookkeeping, and people tasks. You are organized, accurate, and self-directed, able to switch between office operations, QuickBooks, AP/AR, HR, and executive

Qualifications

• 3-5 years of experience in office management, administrative support, bookkeeping, or executive support.
• Hands-on experience with QuickBooks or comparable accounting software.
• Experience handling confidential financial, compensation, or employee information.
• Proficiency with Microsoft 365 applications (Outlook, Teams, Word, Excel).
• Ability to work five days a week in the office.

Responsibilities

• Own the office day to day: stock, cleanliness, and readiness for client visits.
• Run the front desk: phones, visitors, mail, and meeting spaces.
• Support accounting: keep QuickBooks current, AP/AR, month-end.
• Maintain HR files, onboarding, recruiting logistics, and reviews.
• Lead special projects for the CEO/President/VP of Admin from start to finish.

Skills

Office management

Multitasking

Organizational skills

Professional communication

Education

Associate's or Bachelor's degree

Tools

QuickBooks

Microsoft 365

Monday.com

Excel

Teamwork

Job description

The Office Manager keeps Snapshot running day to day, owning the office itself, the front desk, and the supplies, spaces, and systems the team relies on. This role also provides hands‑on support to the CEO, President, and VP of Administration across accounting, HR, and special projects. The work is broad by design, and it holds together because someone sees what needs doing and takes care of it.

You are organized, accurate, and self‑directed. You can move between office operations, bookkeeping, and people work in the same day without dropping any of them. You report to the VP of Administration and work directly with the CEO and President. This is a full‑time, salaried, in‑office position, five days a week, because the role only works when someone is here.

What sets you apart

You notice the things other people walk past, and you handle them before anyone has to ask.

• A system behind everything you own, so nothing depends on memory or reminders
• Accuracy with numbers and real comfort working inside accounting software day to day
• The ability to carry office operations, accounting, and HR responsibilities at the same time without letting any of them slip
• Discretion with confidential financial, compensation, and employee information
• Professional, composed presence with clients, candidates, vendors, and guests at the door and on the phone
• A bias toward handling it rather than flagging it, and the judgment to know which is which
• Willingness to do the unglamorous work, because no task is beneath us
• Steadiness when the day changes on you, which it will

What we're leaning on you for

• Owning the office day to day, keeping it stocked, clean, and ready for a client visit at any time
• Running the front desk, covering phones, visitors, mail, deliveries, and meeting space
• Supporting the accounting function, keeping QuickBooks current, AP and AR moving, and month-end on schedule
• Keeping HR organized, from employee files and reviews to recruiting logistics and onboarding
• Carrying special projects for the CEO and President, from the first ask through completion
• Protecting leadership's time, owning the details so they do not have to
• Anticipating what is needed, solving small problems before they reach anyone else

Primary Responsibilities Include:

Office Management & Upkeep

• Keep supplies, snacks, beverages, and office materials stocked ahead of demand
• Keep the workplace clean, orderly, and presentable throughout the week, including hands‑on tidying and routine upkeep
• Own meeting and conference room management, including bookings, acceptances, declines, and conflicts
• Set up the office and meeting spaces for client visits, and reset them afterward
• Work with office vendors and service providers on recurring needs
• Raise facilities, supply, and equipment issues to the VP of Administration before they become problems

Front Desk

• Answer and route incoming calls promptly and professionally
• Receive clients, candidates, vendors, and guests at the door
• Handle incoming and outgoing mail, packages, and deliveries
• Keep front‑of‑house areas ready for an unannounced visitor at any time

Accounting Support

• Support account reconciliation and keep entries in QuickBooks accurate and current
• Assist with AP and AR, including invoice entry, billing follow‑up, and collections support
• Pull together end‑of‑month materials and support an on‑time close
• Run and distribute daily time tracking reports to leadership
• Organize and maintain financial records, receipts, and documentation
• Take on additional accounting work for the VP of Administration as needed

HR & Recruitment

• Maintain employee files and HR documentation accurately and confidentially
• Support the performance review cycle with scheduling, tracking, and follow‑up
• Run the applicant tracking process in Monday.com and keep every candidate and open role current, with oversight from the VP of Administration
• Support recruiting through job postings, candidate communication, and sourcing
• Coordinate interview scheduling and logistics for candidates and hiring managers
• Handle onboarding and offboarding logistics, paperwork, and first‑day setup
• Keep HR processes documented and consistent as part of The Snapshot Way

Executive & Special Project Support

• Carry special projects for the CEO, President, and VP of Administration from start to finish
• Build, format, and proof documents, decks, and materials
• Support internal events, team gatherings, and client functions with planning and logistics
• Manage scheduling and logistics for executive meetings as needed
• Track down information and details so decisions can be made quickly
• Own what you are assigned and follow through without reminders
• Highly organized, with the ability to manage several unrelated responsibilities at once
• Accurate and detail‑oriented, especially with numbers, records, and documentation
• Confident in accounting software and spreadsheets, with sound bookkeeping fundamentals
• Strong written and verbal communicator, professional with clients, candidates, and vendors
• Discreet and trustworthy with confidential financial and employee information
• Proactive problem solver who takes initiative without waiting for direction
• Service‑minded toward the internal team, with a no‑task‑is‑beneath‑me approach
• Eagerness to grow into broader operations, finance, or HR responsibility

Requirements

• 3-5 years of experience in office management, administrative support, bookkeeping, or executive support
• Hands‑on experience with QuickBooks or comparable accounting software
• Experience handling confidential financial, compensation, or employee information
• Proficiency in Microsoft 365, including Outlook, Teams, Word, and Excel
• Comfort learning and working inside new systems such as Monday.com and Teamwork
• Able to work in office five days a week and handle routine physical office upkeep
• Associate's or Bachelor's degree or equivalent experience
• Experience in an agency or professional services environment a strong plus