Office Manager

PRISMATIC; Orlando (FL); On-site; Full time

Job summary

A creative agency is seeking an Operations & Administration Lead to manage day-to-day operations across finance and workplace management. The ideal candidate should have at least four years of experience in operations, particularly in a creative environment. Responsibilities include overseeing accounting duties, managing payroll, and supporting onboarding processes. Strong leadership, problem-solving skills, and proficiency in tools like QuickBooks and Microsoft Office are essential. The role is based in Orlando, Florida, and offers a dynamic work environment.

Qualifications

• 4+ years of experience in operations or business administration.
• Preferred experience in a creative agency or professional services firm.
• Hands-on experience with payroll and accounting systems.

Responsibilities

• Oversee and perform accounting duties, including managing receivables.
• Ensure organized and accurate payroll management.
• Coordinate onboarding and offboarding support.

Skills

Operational judgment

Problem-solving

Financial accuracy

Time management

Communication

Leadership

Tools

QuickBooks

Microsoft Office

Slack

Zoom

Job description

Overview

You’re the kind of person who brings clarity, structure, and calm to complex, fast-moving environments. You see how all the pieces of a business fit together, and you take pride in making sure they work smoothly, efficiently, and with intention. Highly organized and detail-oriented, you balance strong operational judgment with a service mindset, ensuring people, processes, and systems are set up for success. You’re comfortable handling sensitive financial and people-related information, thrive on problem-solving, and know how to anticipate needs before they become issues. Excited by creative environments that encourage curiosity and adaptability, you take pride in empowering a small business to punch above its weight class in every way.

The Operations & Administration Lead supports the day-to-day operations of Prismatic across finance, people administration, and office management. This role partners with leadership and teams to maintain accurate processes, coordinated systems, and reliable operations that enable creative and client-facing work to move forward with confidence.

• At least 4 years of progressive experience in operations, business administration, office management, or a related role within a small-to-mid-sized business environment
• Experience in a creative agency and/or professional services firm is preferred
• Demonstrated experience managing day-to-day business operations, including a combination of:
• Accounting and financial administration (AR/AP, payroll coordination, expense tracking, reconciliations)
• Vendor management and contract administration
• Facilities or office operations in a predominantly in-office environment
• People operations support (benefits administration, onboarding/offboarding, PTO tracking)
• Hands-on experience with QuickBooks or similar accounting platforms and payroll systems, with a clear understanding of financial accuracy, confidentiality, controls, AR, AP, general ledgers, financial reporting, and account reconciliation
• Experience supporting executive leadership and cross-functional teams, with the ability to manage competing priorities and shifting deadlines
• Microsoft Office, including Word, Excel, and PowerPoint
• Dropbox
• Slack
• Video and teleconferencing platforms (Zoom, Teams, etc.)

Role + Responsibilities:

• Provide oversight of and perform accounting duties, including managing receivables, making bank deposits, handling checks, wires, year-end adjustments, reporting, and legacy information
• Ensure organized, accurate, and consistent management of payroll
• Manage benefits administration, including new hire resources, stipends, and PTO balances
• Onboarding and offboarding support, including equipment sourcing and system access
• Timely management of Prismatic licenses and contracts, including but not limited to business licenses, the building lease, insurance, required client contract certificates, and WBE renewals
• Orchestrate facility management, including communicating and handling maintenance and activities related to the leased premises
• General office organization and management, including deliveries, mail, stocking supplies, overseeing cleanliness, etc.
• Prepare office space, common areas, and refreshments for hosting events, meetings, visitors, and presentations
• Coordinate inbound communications management to respective team members via telephone, email, and visitors
• Prepare supporting content for project proposals and RFPs, including team bios, references, required forms, cover letters, etc
• Business administrative support, including research, presentation aid, scheduling, and project task mapping and setup
• Coordination and management of external project vendors/contributor’s contracts, forms, and payment.
• Coordinate with Leadership on client engagement initiatives, including supply replenishment, handwriting cards to clients, prepping and mailing packages, and orchestrating deliveries
• Help create and participate in team-building activities and events that drive engagement, connection, and cohesion
• Manage and track time effectively, and give accurate assessments of the workload and the time required to complete tasks
• Maintain clean, well-organized files that can be handed off to others if and when needed
• Manage and be prepared to reprioritize tasks according to changes in project timelines, as needed, to accomplish deadlines

The person in this role must also demonstrate:

• Strategy Mindset: Understands and demonstrates the importance of well-thought-out rationale and strategy behind decisions, and can effectively communicate the “why” to clients and team members.
• Analytical Skills: Ability to use critical thinking and reasoning to solve challenges and troubleshoot problems with both the creative team and vendors, as well as to interpret client needs to further understand business objectives
• Detail-Oriented: Pays attention to the minute details of a project or task and provides quality control to the work that they produce
• Design Intelligence: Able to create well-composed designs using layout, color, and typography, as well as follow brand guidelines
• Agency Velocity: Can complete assigned tasks in a high-paced work environment and adhere to deadlines
• Productivity: Strong time management skills and comfort with working independently on multiple projects to follow a set timeline, ensuring tasks are being completed on time and within budget
• Organization Skills: Keeps tidy files and is willing to follow a systematic method of performing a task
• Communication: Ability to communicate effectively with others, including clients and team members, through email, instant messages, spoken word, and virtual meetings, as well as synthesizing and organizing feedback effectively
• Leadership: Leads the team and Prismatic as a whole in the pursuit of an ever newer, better, greater, and brighter horizon by fostering and participating in an environment of growth and development
• Emotional Intelligence: Gives and receives direction and constructive criticism with a professional attitude and positively handles feedback, while setting an empathetic example for other team members to follow
• Collaboration: Demonstrates skill, inclusivity, and a passion for working closely with diverse team members, clients, and vendor partners to provide referral-inducing service

Our Values

We believe the daily journey is everything.

There are a gazillion amazing agencies out there. What separates us? How it feels to work with us. Whether you’re a teammate or a client, we obsess over the process, not just the result. By investing in the experience, we have the power to rise above even the most amazing agencies and become a raving, referral-generating partner and an experience others can’t wait to repeat.

We believe in RAVING referral-generating customer service.

We go beyond tasks and transactions to build lasting partnerships, investing in relationships with the same care we put into our craft. Our success isn’t measured just in deliverables—it’s in the trust we build, the value we create, and the referrals that come naturally when people love working with us. We stand by exceptional, borderline miraculous, service as a business model, but more than that, we believe in exceptional relationships as a life model.

We believe creativity absent strategy is malpractice.

Our team comprises intuitive, multidisciplinary creative professionals who show up every day with the common goal of creating uncommon work. We work from facts, not guts. Our creative visions are inspired by data-driven insights and market-driven intelligence. And the success of our clients is how we measure the success of our efforts.

We believe in using our superpowers for the >GOOD.

Talent is a gift—what we do with it is a choice. We show up with passion, challenge limits, and create extraordinary outcomes. But success isn’t just about what we achieve; it’s about how we uplift others along the way. Whether through our work, our community, or the causes we champion, we use our strengths to make a meaningful impact.

We believe in collaboration over ego.

Great ideas don’t have titles, and the best work isn’t born in silos. It’s built together—with curiosity, trust, and a shared commitment to growth. We believe in honest conversations, healthy debate, and open minds. Feedback is a gift, and feedforward is a core part of our culture, guided by shared purpose. We lean into each other’s strengths, listen generously, and grow together—because collaboration, not ego, is what drives extraordinary work.

We believe in thinking beyond the now.

Innovation isn’t just about what’s new—it’s about what’s next. We challenge assumptions, embrace change, and always look ahead. Whether it’s in our strategy, creativity, or relationships, we strive to build what lasts. We don’t settle for what works today. We push boundaries and anticipate what’s next, creating solutions that stand the test of time.

We believe in having FUN!

Fun fuels everything we do. We don’t just recognize wins—we celebrate them, turning everyday moments into something special. From our team to our clients, we find ways to spark surprises, champion cheer, and deliver unexpected delights. Whether it’s a high-five, a heartfelt shoutout, or a surprise that makes someone’s day, we believe our daily journey should exude energy, excitement, and a little bit of magic.