Office Manager

Office Manager
Rochester, New York

Insero Talent Solutions is thrilled to partner with a multi-state retailer in their search for an Office Manager. This role is critical to the day-to-day financial operations of multiple related entities and investment properties.

The ideal candidate is highly organized, financially disciplined, and comfortable managing cash flow, vendor payments, tenant receivables, and bank activity with minimal oversight. This individual will serve as the backbone of office operations and daily financial transactions.

Responsibilities:

Accounting & Banking Operations

• Manage accounts payable and accounts receivable across multiple entities and bank accounts
• Write checks, process ACH/wire payments, and ensure timely vendor and contractor payments
• Oversee and reconcile multiple bank accounts, including regular review of balances and transactions
• Maintain accurate records in QuickBooks, including coding expenses, posting payments, and reconciling accounts
• Coordinate monthly billing, rent rolls, and tenant receivables tracking, including follow-up on past-due accounts
• Track expenses and assist with monthly and annual financial reconciliations

Office Management & Administrative Oversight

• Oversee day-to-day office administration, ensuring smooth daily operations
• Order office supplies and manage vendor relationships
• Maintain organized financial, property, and administrative records
• Handle confidential financial and business information with discretion
• Support Executive Team with ad hoc projects and assignments.

Property & Vendor Coordination

• Serve as point of contact for contractors, vendors, and service providers
• Assist with tenant communications related to billing, payments, and account matters
• Support property management needs, including repairs, tenant concerns, and coordination with brokers

Requirements :

• Minimum associates degree, or equivalent experience, preferred
• Proven experience handling accounts payable and accounts receivable
• Strong knowledge of banking, including check processing, account oversight, and reconciliations
• Proficiency in QuickBooks is required
• Strong Excel and Outlook skills
• High attention to detail with a process-driven mindset
• Ability to work independently with minimal supervision
• Proven ability to manage confidential financial information
• Strong interpersonal and communication skills
• Comfortable shifting priorities as business needs evolve
• Willingness to learn new processes and ask questions when needed
• Ability to work under pressure and meet time-sensitive deadlines