Office Manager

The purpose of this position is to ensure smooth day-to-day operations of the practice [1 w/office in Manchester, NH, and 1 in Andover, MA] while providing superior customer service to the firm’s prospects, clients, and team members.

GENERAL SUMMARY OF DUTIES AND RESPONSIBILITIES

The purpose of this position is to ensure smooth day-to-day operations of the practice [1 w/office in Manchester, NH, and 1 in Andover, MA] while providing superior customer service to the firm’s prospects, clients, and team members.

ROLE DUTIES

FREQUENCY

DAILY

1. Maintain an organized, compliant, and efficient e-filing system

2. Audit individual invoices that come into the firm either paying through various portals or directing to Accountant for payment

3. Assist Executives as needed/requested with all requests

4. Maintain all office machines (laptops, copy machines, telephones) addressing any issues yourself or by entering tickets with various vendors

5. Ensure that all invoices are saved to SharePoint properly

6. Maintain contract information (tracking renewals and insuring payment of renewals)

7. Maintain and periodically update HR forms

8. Manage remote IT and Phone vendor relationships

BI-WEEKLY and/or WEEKLY

1. Collect & report employee reimbursements as well as intern hours to the Accountant in a timely fashion

2. Ensure that all banking/deposits are made timely and accurately

3. Monitor office cleanings and follow up where necessary

MONTHLY

1. Work closely with the Accountant to ensure that all invoices are current; assist Accountant in reconciling credit card statements by providing invoices and back up

2. Perform reporting of Commissions

3. Employee gifting (at the direction of the Executives)

AS NEEDED

1. Work closely with Alarm Company to monitor alarms, train new employees, manage security cameras

2. Inventory and purchase all office supplies

3. Assist Executive with any hiring needs, including manage job postings on Indeed and Handshake

4. Handle office movies and desk set ups

5. Maintain parking tags for Manchester office

6. Monitor utilities, researching efficiency

Knowledge, Skills & Abilities

• Proficient phone skills
• Command of the English language and grammar
• Experience working in a fast-paced environment
• Ability to prioritize and work with a demanding team with conflicting deadlines
• Attention to detail
• Consistent follow-through and taking projects as far as you can
• Hard working and dedicated to the team
• High level problem solver
• Advanced knowledge of computers and software

· Ability to multi-task

· Advanced Excel/Calendar/Outlook

· Have strong background in the operations of running an office (or even multiple households)

· Strong knowledge of how IT/networks operate and how to address issues

Personal Skills

· Tenacity

· Drive & high energy

· Be able to switch gears quickly

· Strong attention to detail

· A solutions person who thinks outside of the box and is not afraid to offer suggestions

· Be comfortable handling conflicting deadlines

· Multi-tasking while handling multiple interruptions

· Be able to comfortably support the needs of an energetic team with varying personalities and wants and needs

· Ability to quickly accept new projects and own them

Nothing in this role description restricts leaderships’ right to assign or reassign duties and responsibilities to or from this position at any time. This role description may be revised without prior notice to meet the needs of the business per the discretion of the Leadership Team (CEO, COO, Directors).

Thank you for your interest in Arcadia! As part of the application process, we require applicants to take an Enneagram Personality Assessment, which is free and fun!! The test can be found here: personalitypath.com/free-enneagram-personality-test/est/

Once the results are provided to you, take a full screenshot (by using the Snipping Tool) of the section stating your type (it should be on a graph), save it to PDF, and submit it to (jessica@arcadiafg.com)

Job Type: Full-time

Pay: $65,000.00 - $75,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Application Question(s):

• Are you willing to take an Enneagram Personality Test? Directions are included in the job description

Ability to Commute:

• Manchester, NH 03101 (Preferred)

Ability to Relocate:

• Manchester, NH 03101: Relocate before starting work (Required)

Work Location: In person