Office Manager

ANNGA TALENTS LLC; Town of Florida (NY); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Flexible schedule

Opportunity for advancement

Training & development

Job summary

Annga Top is seeking an organized, proactive Office Manager to support day-to-day administrative and financial functions. The role manages office administration, QuickBooks records, payroll support, invoicing, documentation, and internal coordination.

The Office Manager will provide administrative support to the Operations Manager and help coordinate information between accounting, sales, and field operations. This is an administrative position with no field management duties.

Qualifications

• Proficiency in QuickBooks is required.
• Experience with bookkeeping, payroll processing, accounting support, or office administration.
• Strong organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Strong verbal and written communication skills.
• Ability to work independently and take ownership of assigned responsibilities.
• Ability to handle confidential financial and employee information appropriately.
• English and Spanish speaking fluently.

Responsibilities

• Maintain accurate financial records using QuickBooks.
• Record and reconcile bank and credit card transactions.
• Maintain accounts receivable and accounts payable records.
• Prepare client invoices and follow up on outstanding payments.
• Coordinate vendor payments and supporting documentation.
• Assist with payroll processing, time-tracking records, and payroll documentation.
• Maintain organized employee, client, vendor, financial, and project records.
• Coordinate day-to-day office administrative activities.
• Provide administrative support to the sales team, including estimates, proposals, and client documentation.
• Support the Operations Manager with scheduling, project documentation, reports, and administrative follow-up.
• Coordinate information between the office and field teams.
• Communicate professionally with clients, vendors, employees, and management.
• Prepare basic administrative and financial reports for management.
• Follow up on pending items and help maintain efficient administrative workflows.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Independent work

Confidential information handling

Bilingual English/Spanish

Tools

QuickBooks

Payroll processing tools

Bookkeeping software

Job description

Benefits

• Flexible schedule
• Opportunity for advancement
• Training & development

Position Summary

Annga Top is seeking an organized, proactive, and detail-oriented Office Manager to support the day-to-day administrative and financial functions of the office.

This position will manage office administration, QuickBooks records, payroll support, invoicing, documentation, and internal coordination. The Office Manager will also provide administrative support to the Operations Manager and help coordinate information between accounting, sales, and field operations.

This is an administrative position and does not include responsibility for managing field operations.

Key Responsibilities

• Maintain accurate financial records using QuickBooks.
• Record and reconcile bank and credit card transactions.
• Maintain accounts receivable and accounts payable records.
• Prepare client invoices and follow up on outstanding payments.
• Coordinate vendor payments and supporting documentation.
• Assist with payroll processing, time-tracking records, and payroll documentation.
• Maintain organized employee, client, vendor, financial, and project records.
• Coordinate day-to-day office administrative activities.
• Provide administrative support to the sales team, including estimates, proposals, and client documentation.
• Support the Operations Manager with scheduling, project documentation, reports, and administrative follow-up.
• Coordinate information between the office and field teams.
• Communicate professionally with clients, vendors, employees, and management.
• Prepare basic administrative and financial reports for management.
• Follow up on pending items and help maintain efficient administrative workflows.

Required Qualifications

• Proficiency in QuickBooks is required.
• Previous experience with bookkeeping, payroll processing, accounting support, or office administration.
• Strong organizational and time-management skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines.
• Strong verbal and written communication skills.
• Ability to work independently and take ownership of assigned responsibilities.
• Ability to handle confidential financial and employee information appropriately.
• English and Spanish speaking fluently.

Preferred Qualifications

• Previous experience as an Office Manager, Administrative Coordinator, Bookkeeper, Accounting Assistant, or similar role.
• Experience in a construction, project-based, service, or field-based business is a plus.
• Experience coordinating between office and field teams is preferred.
• Familiarity with estimating software or similar business tools is a plus.

What We're Looking For

We are looking for someone who is dependable, proactive, organized, and comfortable working with both financial and administrative information.

The ideal candidate takes ownership of their responsibilities, follows through on commitments, communicates effectively, and is interested in learning new skills and growing professionally within the company.

Annga Top is an equal opportunity employer and considers qualified applicants without regard to legally protected characteristics.