Office Manager Honolulu, HI

iQ 360, Inc.; Honolulu, Northern (HI, KY); Hybrid; USD 65,000 - 90,000; Full time

Job summary

iQ 360, Inc. is seeking an Office Manager to keep our Honolulu headquarters running smoothly in a fast-paced, in-office role reporting to the COO.

The ideal candidate will oversee accounting and bookkeeping, front and back office operations, and client billing processes to support staff and leadership. Responsibilities include invoicing, processing vendor bills, maintaining financial data in QuickBooks Online, and generating regular financial and operations reports.

Qualifications

• Five or more years of experience in accounting, office management, or administrative operations.
• Associate or bachelors degree preferred.
• Proficient in Microsoft Office and QuickBooks Online; Bill.com a plus.
• Strong organizational, communication, and problem-solving skills.
• Maintains high level of confidentiality and discretion.

Responsibilities

• Manage client billing from start to finish each month, including drafting 100+ invoices and coordinating edits with account leads.
• Process vendor invoices, staff reimbursements and credit card expense reports with proper coding and chargebacks where applicable.
• Enter, reconcile and maintain accurate financial data in QuickBooks Online; assist with monthly/quarterly reports.
• Manage and reconcile company credit card accounts and record cash receipts.
• Track accounts receivable and ensure timely payment collection; generate reports as required.

Skills

Accounting

Office management

Communication

Discretion

Multitasking

Education

Associate or Bachelor39s degree

Tools

Microsoft Office

QuickBooks Online

Bill.com

Job description

The Office Manager is essential to keeping our fast-paced, growing strategic communications firm running smoothly. With a team of more than 20 employees across multiple states, this full-time, in-office position is based at our Honolulu headquarters and reports directly to the Chief Operating Officer (COO).

Responsibilities include overseeing accounting and bookkeeping functions, managing front and back office operations, coordinating client billing processes and supporting staff and leadership to maintain an efficient and positive workplace.

The ideal candidate is highly organized, detail-oriented and proactive, with strong communication skills, excellent computer proficiency and the ability to manage multiple priorities and deadlines in a creative, fast-moving environment. This position requires sound judgment, discretion and the ability to maintain the highest level of confidentiality when handling sensitive company, employee, client and financial information.

Responsibilities

• Manage client billing from start to finish each month, including drafting 100+ invoices, coordinating edits with account leads, finalizing invoices and sending them to clients
• Process vendor invoices, staff reimbursements and credit card expense reports, ensuring proper coding and chargebacks to clients when applicable
• Enter, reconcile and maintain accurate financial data in QuickBooks Online; assist with preparing monthly and quarterly financial reports
• Manage and reconcile company credit card accounts
• Record cash receipts and make weekly bank deposits
• Track and follow up on accounts receivable to ensure timely payment collection
• Generate and distribute weekly, monthly and quarterly reports

Office Administration & Operations

• Oversee daily front and back office operations, ensuring smooth workflow, timely communication and operational efficiency across all teams
• Handle incoming mail, deliveries and shared email accounts; maintain organized digital and physical filing systems
• Manage inventory of office supplies and equipment; coordinate maintenance and repairs as needed
• Serve as the primary point of contact for vendors and building management
• Support HR functions, including onboarding new employees and maintaining personnel records; coordinate staff meetings, lunches and team-building activities
• Work with COO to ensure company policies and procedures are up to date and compliant with applicable regulations
• Provide occasional administrative and logistical support to the CEO and leadership team, including coordinating travel, client meetings/meals, picking up supplies and handling other errands or requests as needed

Requirements

• Minimum of five (5) years of experience in accounting, office management and/or administrative operations, preferably in the professional services industry
• Associate or bachelor’s degree preferred
• High level of computer proficiency, including Microsoft Office and QuickBooks Online, with the ability to quickly learn new software and online platforms; experience with Bill.com a plus
• Demonstrated ability to manage multiple tasks, shifting priorities and competing deadlines while maintaining accuracy, organization and attention to detail
• Strong organizational, communication and problem-solving skills
• High level of confidentiality, discretion and professionalism in all work