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Office Manager

Administration – Madison, Wisconsin
Department Administration
Employment Type Full-Time
Minimum Experience Mid-level
Compensation Commensurate with experience

Our team of strategic thinkers, tactical doers, and empowered experts are at our best when we're helping change the world. We aren't speaking metaphorically, many of our clients and their technology are indeed changing the world. From big, household name brands to the small shop that's building a prototype, we work with an incredible client roster to provide data-driven, holistic digital strategies so they can do it better. 

We are looking for a dedicated, motivated individual with an eye for detail that loves keeping things humming smoothly. You would work under general supervision, perform a variety of administrative and essential duties to traffic and managed critical financial and HR aspects of the business. This role requires a broad range of skills and knowledge of organizational policies and procedures associated with general administration, bookkeeping, billing, financial reporting, human resources, and office culture.

Duties and Responsibilities:

Bookkeeping, billing, and financial reporting:

  • Enter payments and deposits into QuickBooks; perform deposits to the bank

  • Enter bills, schedule on-time payments, write checks

  • Track expenses and receipts; reconcile credit cards and bank accounts

  • Create client invoices and follow up when necessary for past due accounts  

  • Provide financial reports at the end of each month, quarter, and year

  • Complete quarterly documentation for tax purposes

  • Prepare annual tax documents for CPA firm

  • Manage and track fixed assets, amortization of loans, chart of accounts

  • Keep track of changes in payroll (new employees, salary adjustments, health/dental deductions, expense reports)

  • Gather information for insurance renewals and audits

Human resources and office culture:

  • Administer benefits programs such as life, health, and dental insurance, vacation, sick leave, leave of absence

  • Manage and maintain online employee record-keeping system and digital/paper files

  • Lead new hire onboarding: Prepare new hire files, new hire reporting, setup of benefits, background checks, employee orientation

  • Communicate important staff announcements

  • Manage human resources and vacation calendars

  • Recognize staff birthdays and work anniversaries

  • Organize bi-weekly staff lunches and breakfasts

  • Coordinate and foster activities around office culture (e.g. organizing parties and special outings, fun activities and contests, etc.)

Administrative, operational, and general support of office personnel:

  • Greet visitors and direct to appropriate personnel

  • Monitor general voicemail, fax, and email accounts; direct messages to appropriate personnel

  • Receive packages; check and distribute mail to correct personnel

  • Create letters and memos, edit and digitize documents, complete general data entry into office programs, maintain filing and organization

  • Keep office supplies stocked, replenishing when needed

  • Contact vendors to coordinate repairs and maintenance when needed

  • Prepare vendor contracts, coordinating all necessary documentation and following up when/as needed

  • Coordinate holiday décor, client holiday gifts, and employee holiday card

Skills required:

  • Experience with Microsoft Office suite (Word and Excel proficiency required)

  • Background in accounting, payroll management, human resources, and/or customer service. General knowledge about web technology and marketing a plus

  • Comfortable interacting regularly with customers, including regarding sensitive topics such as late payments

  • A professional and confidential person who can be trusted with sensitive personal and financial information

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  • Location
    Madison, Wisconsin
  • Department
  • Employment Type
  • Minimum Experience
  • Compensation
    Commensurate with experience
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