Office Manager POST NUMBER: 432962
Role: Office Manager
Salary: $80,000-$90,000
Onsite 5 days a week
Permanent
Location: Manhattan - *5 days a week onsite*
***Highly preferring a candidate who has experience in financial services, banking, investment banking, real estate or a similar professional services industry
***Polished candidate with 2-5 years in office management with good tenure
Job Overview:
We are seeking a highly organized and versatile Office Manager to join our team. The ideal candidate will have strong administrative and office management skills, along with a background in IT support and invoicing. This individual will oversee day-to-day office operations, ensure the smooth functioning of office technology systems, manage invoicing and billing processes, and provide general administrative support to staff. The role requires attention to detail, the ability to multitask, and excellent communication skills.
Key Responsibilities:
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Office Management:
- Manage office supplies, inventory, and ensure the office is well-organized and running efficiently.
- Oversee office facilities, liaise with vendors and contractors as needed.
- Coordinate meetings, travel arrangements, and office events.
- Ensure the smooth operation of office equipment and technology.
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IT Support:
- Provide basic IT support to staff, troubleshooting hardware and software issues
- Liaise with external IT vendors for more complex issues or upgrades.
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Invoicing & Billing:
- Manage invoicing processes, including issuing, tracking, and following up on invoices.
- Assist with accounts payable and receivable, ensuring timely payments and resolving discrepancies.
- Maintain accurate financial records and ensure invoicing aligns with company policies and agreements.
- Coordinate with the finance department on budget tracking, financial reporting, and audits.
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Administrative Support:
- Answer phone calls, emails, and other correspondence, responding to inquiries promptly and professionally.
- Maintain and organize files, records, and databases.
- Assist with recruitment and onboarding of new employees as needed.
- Support other team members with administrative tasks as required.
Skills and Qualifications:
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Education:
- High school diploma or equivalent required.
- Associate's or Bachelor’s degree in Business Administration, IT, or a related field preferred.
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Experience:
- At least 2-3 years of experience in an office management or administrative role.
- Previous experience with invoicing, billing, and accounting tasks is highly preferred.
- IT support or technical troubleshooting experience is an asset.
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Technical Skills:
- Proficiency with office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook).
- Experience with invoicing software (e.g., QuickBooks, FreshBooks) and familiarity with accounting software is preferred.
- Basic knowledge of IT systems, networking, and cybersecurity practices.
- Comfortable with troubleshooting hardware and software issues.
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Other Skills:
- Must be polished
- Strong organizational and multitasking abilities.
- Excellent communication skills (both written and verbal).
- Ability to work independently and as part of a team.
- Detail-oriented with a focus on accuracy.
Vaco values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.
EEO Notice
Vaco is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.
Vaco LLC and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco LLC and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco LLC and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco’s HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.