Office Manager

Ledgent Finance & Accounting; West Palm Beach (FL); On-site; USD 45,000 - 65,000; Full time

Job summary

Ledgent Finance & Accounting is seeking a highly organized Office Manager to support daily operations in a fast-paced, project-driven environment. This role focuses on creating structure, managing priorities, and ensuring smooth information flow between vendors, project teams, and partners.

You will coordinate documentation for bookkeeping, track invoices, manage purchases and vendor communications, and maintain organized records for client projects and operations.

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

Organizational skills

Attention to detail

Independent work

Communication skills

Microsoft Office

Project coordination

Job description

Office Manager

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

The ideal candidate is:

• 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-minded and capable of bringing structure to moving priorities

Equal Employment Opportunity

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.