Office Operations Manager

Office Operations Manager Family-Owned Business | Established 1961 About Us Founded in 1961, we are a family-owned business built on long-term relationships with our employees and customers. We operate as a small, interdependent team where everyone contributes, takes ownership, and makes a meaningful impact. We value accuracy, accountability, initiative, and people who take pride in doing things right the first time. The Role This is a hands-on Office Operations Manager position for an experienced, detail-oriented professional who understands the day-to-day financial and operational processes that keep a business running. Our office moves quickly. Priorities shift, requests come from multiple directions, and accuracy and follow-through are essential. We need someone who can step into the role with a strong working knowledge of QuickBooks and practical experience managing the full cycle of purchasing, inventory, customer orders, invoicing, and payments. This is not an entry-level accounting or administrative position. We are looking for someone who has performed these functions in a business setting, understands how the steps connect, and can manage routine transactions independently with minimal training. You will own core financial and operational processes while serving as a central point of support for the office and the broader team. Key Responsibilities Accounts Receivable & Order Processing Enter and process customer orders accurately. Prepare shipping documents and coordinate order fulfillment. Generate customer invoices based on completed orders and shipping documentation. Post customer payments and reconcile payment records as needed. Prepare bank deposits and assist with collections and overdue accounts. Maintain accurate customer records and resolve routine billing discrepancies. Accounts Payable & Purchasing Create and issue purchase orders accurately and in a timely manner. Receive and process inventory against purchase orders and supporting documentation. Enter vendor invoices into QuickBooks, verifying amounts, quantities, pricing, and supporting records. Track invoice due dates and manage payment schedules. Prepare and process vendor payments in accordance with company procedures. Identify and resolve discrepancies between purchase orders, receipts, and vendor invoices. Inventory Management Maintain accurate inventory records and perform routine inventory checks. Track customer-owned inventory separately and maintain reliable records of quantities and movements. Investigate and resolve inventory discrepancies in coordination with the team. QuickBooks & Financial Recordkeeping Use QuickBooks confidently to enter transactions, maintain accurate records, and retrieve financial information. Understand how purchasing, inventory, accounts payable, customer orders, accounts receivable, and payments connect. Review work for accuracy and completeness and identify inconsistencies before they become larger problems. Maintain organized documentation and records to support accurate financial reporting. Office Operations & Team Support Answer incoming calls, manage email, and respond professionally to customers and vendors. Maintain organized digital and physical filing systems. Conduct internet research and handle administrative projects and requests. Manage competing priorities, communicate when deadlines conflict, and follow tasks through to completion. Provide practical support to colleagues as business needs change. What We're Looking For Required Qualifications Demonstrated, hands-on QuickBooks experience in a business environment, including entering transactions and managing accounts payable and accounts receivable. Practical understanding of the complete purchasing cycle, from creating a purchase order through receiving goods, processing the vendor invoice, and arranging payment. Practical understanding of the customer order-to-cash cycle, from order entry and shipping documentation through invoicing and posting cust…

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