Business Office Manager And Bookkeeper

Position Overview: We are seeking a meticulous and organized Business Office Manager (BOM) to join our team in Naples, Florida. The ideal candidate will be proficient in financial record-keeping, possess a strong attention to detail, and have a deep understanding of accounting principles. As the BOM, you will manage the day-to-day administrative tasks such as accounts payable, accounts receivable, general ledger entry, payroll, time keeping, people operations (HR), benefits administration, etc.

If you are interested in taking charge of establishing a company culture, are proactive and professional with a passion for organization, numbers and a commitment to maintaining financial accuracy, we encourage you to apply.

Office Administration/Management Responsibilities:

• Organize overall functions and controls within the community Business Office.
• Perform office support duties required by executive management.
• Maintain the Human Resources/Payroll and accounting system.
• Manage accounts payable, accounts receivable, petty cash, and cash receipts.
• Assist with employee related issues.
• Manage office and warehouse facility services (security, maintenance, employee workspaces, office equipment, phone system, postal mail services, etc.)
• Manage the employee benefits program.
• Maintain confidentiality and privacy of all data, including customer, team member, and operations data.
• Interact with vendors and ensure prompt issue resolution.

Accounting Responsibilities:

• Maintain accurate and up-to-date financial records using appropriate software and tools while ensuring all necessary documentation is filed appropriately for easy retrieval.
• Record financial transactions, including accounts payable and receivable, payroll, and daily financial entries.
• Reconcile bank statements and other financial accounts on a regular basis.
• Prepare and process invoices, expense reports, and payments in a timely manner.
• Prepare and process invoices in a timely manner:
  • Receive and review vendor invoices for accuracy, completeness, and compliance with company policies.
  • Match invoices with purchase orders and receiving documents.
  • Ensure proper coding of expenses and general ledger account distribution.
  • Obtain necessary approvals for invoices and resolve discrepancies as needed.
  • Enter invoices into the accounting system accurately and in a timely manner.
• Prepare and process payments in a timely manner and communicate with vendors:
  • Prepare and process vendor payments through check, ACH, or other electronic payment methods.
  • Verify payment details and ensure proper documentation accompanies each payment.
  • Maintain accurate payment records and reconcile payments with vendor statements.
  • Interact professionally with vendors to resolve invoice and payment-related inquiries.
  • Address vendor inquiries regarding payment status and discrepancies promptly.
• Assist in month-end reconciliation and the preparation of financial statements, reports, and summaries for management and external stakeholders.
• Ensure compliance with relevant financial regulations and standards.
• Handle accounts receivable collections and communicate with clients regarding outstanding payments.
• Collaborate with other team members to provide accurate financial information and support decision-making.
• Maintain confidentiality of sensitive financial information.

Qualifications:

• Proven work experience as an Office Manager or in a similar role.
• Previous experience managing or assisting with establishing HR practices / employee culture development
• Strong understanding of accounting principles and financial practices.
• Proficiency in using accounting software (e.g., QuickBooks, Xero, or similar).
• Solid knowledge of Microsoft Office Suite
• Significant experience with ad-hoc modeling and reporting using Excel or Google Sheets
• Exceptional attention to detail and accuracy.
• Excellent organizational and time management skills.
• Effective communication abilities, both written and verbal.
• Familiarity with local and federal financial regulations and compliance requirements.
• Associate's degree in Accounting, Finance, or a related field (Bachelor's degree preferred).
• Relevant certifications (e.g., Certified Bookkeeper) are a plus.

Location:

This position is located in Naples, Florida. Occasional remote work available

Benefits:

• Competitive salary based on experience and qualifications.
• 75% of Health insurance premium paid by company.
• Paid time off and vacation days.
• Opportunities for professional development and growth within the company.

If you're an organized and detail-oriented individual with a passion establishing a positive employee experience and maintaining accurate financial records, we invite you to apply for the Business Office Manager position at Waterline Marketing. Join our team and contribute to the success of Waterline Marketing in the beautiful city of Naples, Florida.

We look forward to reviewing your application.