Job Title: Office Manager & Accounts Specialist
Location: Millburn
About Us:
Vincent Cusumano Architect PC is a dynamic architecture firm with over 27 years of experience delivering innovative design solutions across multiple states. We are seeking a detail-oriented and experienced Office Manager with a strong background in accounts payable and receivable to join our team and play a key role in the efficient management of our firm’s operations and finances.
Job Description:
The Office Manager & Accounts Specialist will oversee the day-to-day administrative operations of the firm while managing all aspects of accounts payable and receivable. This position requires exceptional organizational skills, financial expertise, and the ability to multitask in a fast-paced, creative environment.
Key Responsibilities:
Accounts Payable:
- Process and manage vendor invoices, ensuring timely and accurate payments.
- Reconcile accounts and resolve discrepancies with vendors and suppliers.
Accounts Receivable:
- Prepare and send client invoices, track payments, and follow up on overdue accounts.
- Maintain accurate records of receivables and prepare monthly financial reports.
Office Management:
- Maintain office systems, supplies, and equipment to ensure smooth daily operations.
- Serve as the point of contact for vendors, service providers, and internal staff.
- Coordinate schedules, meetings, and travel arrangements for team members as needed.
Financial Administration:
- Assist with budget preparation and expense tracking.
- Collaborate with the leadership team to ensure financial accuracy and compliance.
Human Resources Support:
- Manage employee records, onboarding processes, and office policies.
- Support payroll processing and benefits administration as needed.
Qualifications:
- Proven experience in accounts payable and receivable, with a strong understanding of accounting principles.
- Prior experience in office management or administrative roles, preferably in a professional services or architecture firm.
- Proficiency in accounting software (e.g., QuickBooks) and Microsoft Office Suite (Excel, Word, Outlook).
- Excellent organizational and time-management skills.
- Strong communication skills with the ability to interact effectively with clients, vendors, and team members.
- Attention to detail and ability to handle confidential information with discretion.
Preferred Qualifications:
- Familiarity with architecture or design industry operations.
- Experience with project management or scheduling software.
