Office Manager II

Position Overview

VMS Software is seeking an Office Manager in Boston. The role involves keeping the office running smoothly, managing supplies, and providing financial support.

Office Operations and Administration

• Keep the office clean, organized, and functioning efficiently
• Liaise with building management and vendors for maintenance and service needs
• Manage supplies and equipment to ensure the office is well-stocked
• Be the first point of contact for visitors, deliveries, and general office inquiries
• Own and continuously improve emergency protocols and ensure the team knows how to follow them

Bookkeeping and Financial Support

• Enter vendor invoices and expense reports into the accounting system
• Check invoices for completeness before submission
• Organize and maintain invoice records and documentation
• Maintain the accounting inbox and route items as necessary
• Support accounts receivable by following up with customers on outstanding invoices, recording payments, and keeping records current
• Provide general admin and data entry support to the finance team

Process Improvement

• Spot opportunities to streamline office processes and implement changes

What You Bring

• Strong organizational and time-management skills, able to handle multiple priorities
• Excellent written and verbal communication skills
• A keen eye for detail and accuracy
• Experience planning and running logistics for meetings and events
• Ability to set up new hires for success with workspace preparation and office orientation
• Comfortable working across teams and setting up required training
• Proactive and dependable approach to tasks
• Proficiency in Microsoft Office Suite
• Experience with accounting systems is a plus

Benefits

• Dental, Medical, and Vision benefits
• Life & Disability Coverage
• Flexible Spending Account
• Unlimited vacation
• 401(k) plan
• Commuter benefits and eligible expenses

Join Us!

If you enjoy organizing, supporting the team, and contributing to accurate financial operations, we’d love to hear from you. VMS Software is an Equal Opportunity Employer.