Office Manager II

VMS Software; Boston (MA); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Dental, Medical, and Vision benefits

Life & Disability Coverage

Flexible Spending Account

Unlimited vacation

401(k) plan

Commuter benefits and eligibleexpenses

Job summary

VMS Software is seeking an organized Office Manager to serve as the backbone of our Boston office. You will oversee day-to-day operations, provide bookkeeping support to internal teams, and drive process improvements to keep the office efficient and compliant.

The role requires 2–5 years in office management, strong organizational and communication skills, and a proactive approach to vendor relations and onboarding. Travel up to 10% is possible.

Qualifications

• 2–5 years of office management/administrative support experience.
• Exposure to bookkeeping or accounting support is a plus.
• Ability to travel up to 10%.

Responsibilities

• Office Operations and Administration: Keep the office organized and running smoothly; liaise with building management and vendors; manage supplies and equipment; greet visitors; maintain emergency protocols.
• Bookkeeping and Financial Support: Enter vendor invoices and expense reports; verify invoices; organize records; monitor accounting inbox; support accounts receivable.
• Process Improvement: Identify opportunities to streamline office processes and implement changes.
• Meetings, Events, and Team Support: Plan logistics for onsite and offsite meetings; coordinate catering and arrangements; support onboarding and training; coordinate company events.

Skills

Organization

Time management

Attention to detail

Interpersonal skills

Tools

Accounting systems

Job description

VMS Software is looking for an organized, detail-oriented Office Manager to be the backbone of our Boston office.You'llkeep the day-to-day running smoothly: From a well-functioning workspace toaccuratebookkeeping support for internal teams, you havea sharp eye for accuracy and a solid grasp of companyprocessalong the way.

This role has the range between $55,000 - $65,000 annually, depending on skills and experience.

Roles and Responsibilities

Office Operations and Administration

• Keep the office clean, organized, and running like clockwork day to day
• Liaise with building management and vendors on maintenance and service needs
• Manage supplies and equipment so the office never runs short
• Be the friendly first point of contact for visitors, deliveries, and general office questions
• Own and continuously improve emergency protocols (fire, medical, evacuation) - and make sure the teamactually knowshow to follow them, not just where to find them

Bookkeeping and Financial Support

• Enter vendor invoices and expense reports into the accounting system, accurately and on time
• Check invoices for completeness before they go
• Keep invoice records and documentation organized and easy to find
• Monitor the accounting inbox and route items where they need to go
• Field basic vendor questions on invoice status and payment
• Support accounts receivable, including:
• Following up with customers on outstanding invoices
• Recording payments and keeping records current
• Provide general admin and data entry support to the finance team as needed

Process Improvement

• Spot opportunities to make office processes moreefficient andhelp make them happen!

What You Bring

Meetings, Events, and Team Support

• Plan and runlogisticsfor onsite and offsite meetings - scheduling, catering, the works
• Strong organizational and time-management skills, with the ability to juggle priorities
• A sharp eye for detail and accuracy
• Help bring company events and team gatherings to life
• Set new hires up for success with workspace prep and office orientation
• Keep everyone current on required training, including compliance and security courses
• Strong interpersonal skills and comfort working across teams

Experience

• 2-5 years in office management, administrative support, or a related role
• Exposure to bookkeeping or accounting support is a plus
• Experience with accounting systems is a bonus
• Ability to travel up to 10%

Benefits include:

• Dental, Medical, and Vision benefits
• Life & Disability Coverage
• Flexible Spending Account
• unlimited vacation
• 401(k) plan
• commuter benefits and eligible expenses

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.