Office Manager

Ledgent; West Palm Beach (FL); On-site; USD 52,000 - 72,000; Full time

Job summary

Ledgent in West Palm Beach, FL seeks an organized Office Manager to support fast-paced, project-driven operations. You will establish structure, manage competing priorities, and ensure smooth information flow between vendors, project teams, and external partners.

The role emphasizes documentation, process improvement, and proactive coordination across bookkeeping, invoices, and project administration. Candidates should excel independently and maintain meticulous records in a dynamic environment.

Qualifications

• 3+ years of experience in Office Management, Operations Coordination, Executive Administration, Project Administration, or a similar role
• Strong organizational skills and exceptional attention to detail
• Ability to work independently and prioritize tasks with minimal supervision
• Comfortable navigating multiple systems, documents, and competing priorities
• Strong written and verbal communication skills
• Proficiency in Microsoft Office and business software platforms

Responsibilities

• Coordinate and gather documentation needed by the company's bookkeeping needs
• Research and resolve outstanding transaction questions by reviewing invoices, purchase orders, vendor records, project management systems, and email correspondence
• Track purchases, vendor credits, shipping charges, storage expenses, and inventory items to ensure proper allocation across projects
• Maintain organized records and documentation for client projects and business operations
• Partner with internal team members to obtain information needed to support accounting and operational activities
• Prepare weekly summaries of invoices, bills, and payment requests for owner review
• Manage office operations and administrative processes to ensure deadlines are met
• Follow up with vendors, clients, and service providers regarding outstanding information or documentation
• Identify opportunities to improve workflows, organization, and operational efficiency
• Assist with special projects and other administrative duties as needed

Skills

Office management

Organizational skills

Prioritization

Communication

Tools

Microsoft Office

Job description

About the Opportunity

We are seeking a highly organized and proactive Office Manager to support the daily operations of a fast‑paced, project‑driven business. This role is ideal for someone who enjoys creating structure, managing competing priorities, following up on details, and ensuring information flows smoothly between vendors, project teams, and external partners.

Key Responsibilities

• Coordinate and gather documentation needed by the company's bookkeeping needs
• Research and resolve outstanding transaction questions by reviewing invoices, purchase orders, vendor records, project management systems, and email correspondence
• Track purchases, vendor credits, shipping charges, storage expenses, and inventory items to ensure proper allocation across projects
• Maintain organized records and documentation for client projects and business operations
• Partner with internal team members to obtain information needed to support accounting and operational activities
• Prepare weekly summaries of invoices, bills, and payment requests for owner review
• Manage office operations and administrative processes to ensure deadlines are met
• Follow up with vendors, clients, and service providers regarding outstanding information or documentation
• Identify opportunities to improve workflows, organization, and operational efficiency
• Assist with special projects and other administrative duties as needed

Qualifications

• 3+ years of experience in Office Management, Operations Coordination, Executive Administration, Project Administration, or a similar role
• Strong organizational skills and exceptional attention to detail
• Ability to work independently and prioritize tasks with minimal supervision
• Comfortable navigating multiple systems, documents, and competing priorities
• Strong written and verbal communication skills
• Proficiency in Microsoft Office and business software platforms

Success in This Role

• Resourceful and proactive
• Comfortable working independently
• Highly organized and detail‑oriented
• Adaptable in a fast‑paced environment
• Able to follow through and close loops on open items
• Confident communicating with vendors, clients, and team members
• Process‑mindful and capable of bringing structure to moving priorities

Equal Opportunity Statement

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.