Office Manager

Office ManagerDescription of the Role The Office Manager keeps Snapshot running day to day, owning the office itself, the front desk, and the supplies, spaces, and systems the team relies on. This role also provides hands-on support to the CEO, President, and VP of Administration across accounting, HR, and special projects. The work is broad by design, and it holds together because someone sees what needs doing and takes care of it. You are organized, accurate, and self-directed. You can move between office operations, bookkeeping, and people work in the same day without dropping any of them. You report to the VP of Administration and work directly with the CEO and President. This is a full-time, salaried, in-office position, five days a week, because the role only works when someone is here. What sets you apartYou notice the things other people walk past, and you handle them before anyone has to ask. A system behind everything you own, so nothing depends on memory or remindersAccuracy with numbers and real comfort working inside accounting software day to dayThe ability to carry office operations, accounting, and HR responsibilities at the same time without letting any of them slipDiscretion with confidential financial, compensation, and employee informationProfessional, composed presence with clients, candidates, vendors, and guests at the door and on the phoneA bias toward handling it rather than flagging it, and the judgment to know which is whichWillingness to do the unglamorous work, because no task is beneath usSteadiness when the day changes on you, which it will What we're leaning on you for Owning the office day to day, keeping it stocked, clean, and ready for a client visit at any timeRunning the front desk, covering phones, visitors, mail, deliveries, and meeting spaceSupporting the accounting function, keeping QuickBooks current, AP and AR moving, and month-end on scheduleKeeping HR organized, from employee files and reviews to recruiting logistics and onboardingCarrying special projects for the CEO and President, from the first ask through completionProtecting leadership's time, owning the details so they do not have toAnticipating what is needed, solving small problems before they reach anyone else Primary Responsibilities Include: Office Management & UpkeepKeep supplies, snacks, beverages, and office materials stocked ahead of demandKeep the workplace clean, orderly, and presentable throughout the week, including hands-on tidying and routine upkeepOwn meeting and conference room management, including bookings, acceptances, declines, and conflictsSet up the office and meeting spaces for client visits, and reset them afterwardWork with office vendors and service providers on recurring needsRaise facilities, supply, and equipment issues to the VP of Administration before they become problems Front DeskAnswer and route incoming calls promptly and professionallyReceive clients, candidates, vendors, and guests at the doorHandle incoming and outgoing mail, packages, and deliveriesKeep front-of-house areas ready for an unannounced visitor at any time Accounting SupportSupport account reconciliation and keep entries in QuickBooks accurate and currentAssist with AP and AR, including invoice entry, billing follow-up, and collections supportPull together end-of-month materials and support an on-time closeRun and distribute daily time tracking reports to leadershipOrganize and maintain financial records, receipts, and documentationTake on additional accounting work for the VP of Administration as needed HR & Recruitment Maintain employee files and HR documentation accurately and confidentiallySupport the performance review cycle with scheduling, tracking, and follow-upRun the applicant tracking process in Monday.com and keep every candidate and open role current, with oversight from the VP of AdministrationSupport recruiting through job postings, candidate communication, and sourcingCoordinate interview scheduling and logistics for candidates and hiring managersHandle onboarding and offboarding logistics, paperwork, and first-day setupKeep HR processes documented and consistent as part of The Snapshot Way Executive & Special Project Support Carry special projects for the CEO, President, and VP of Administration from start to finishBuild, format, and proof documents, decks, and materialsSupport internal events, team gatherings, and client functions with planning and logisticsManage scheduling and logistics for executive meetings as neededTrack down information and details so decisions can be made quicklyOwn what you are assigned and follow through without reminders Skills DesiredHighly organized, with the ability to manage several unrelated responsibilities at onceAccurate and detail-oriented, especially with numbers, records, and documentationConfident in accounting software and spreadsheets, with sound bookkeeping fundamentalsStrong written and verbal communicator, professional with clients, candidates, and vendorsDiscreet and trustworthy with confidential financial and employee informationProactive problem solver who takes initiative without waiting for directionService-minded toward the internal team, with a no-task-is-beneath-me approachEagerness to grow into broader operations, finance, or HR responsibility Requirements 3-5 years of experience in office management, administrative support, bookkeeping, or executive supportHands-on experience with QuickBooks or comparable accounting softwareExperience handling confidential financial, compensation, or employee informationProficiency in Microsoft 365, including Outlook, Teams, Word, and ExcelComfort learning and working inside new systems such as Monday.com and TeamworkAble to work in office five days a week and handle routine physical office upkeepAssociate's or Bachelor's degree or equivalent experienceExperience in an agency or professional services environment a strong plus