Office Manager

Portland, OR

We’re looking for a full-time Office Manager to join us in growing our boutique staffing firm. 52 Limited is a creative and technical resource staffing company that connects world-class talent with leading brands, technology and marketing departments, design firms, and agencies. You’ll leverage your passion for problem solving and efficiency in this role. The Office Manager owns critical payroll, bookkeeping, and office management functions that support our staffing and operations teams. 

Essential Functions:

  • Process reports from our applicant tracking system for payroll, invoicing, and internal reporting purposes
  • Maintain accurate employee records in payroll software by adding new hires, terminating employees, and updating information. Ensure personnel records for internal employees and talent are complete.
  • Process biweekly payroll through our payroll platform, ensuring accurate work hours, PTO, sick time, and commissions are paid out and all payroll reports completed 
  • Administration of employee health insurance benefits, including monitoring eligibility, providing resources to employees, enrolling and terminating benefits, and coordinating with our COBRA administrator
  • Verify bills and enter in QuickBooks Online (QBO). Make timely payments by check or EFT
  • Invoice clients weekly, attending to unique client requirements, and include talent sick time, background checks, and health insurance when allowed
  • Make check deposits and post to QBO. Reconcile and post client payments received by ACH. Follow up on past due accounts and respond to client requests for information.
  • Reconcile monthly credit card statement and post transactions to QBO
  • Post journal entries related to commissions, deposits, etc.
  • Provide general office support, including but not limited to answering phones, greeting guests, ordering office supplies, and troubleshooting equipment issues
  • Manage office vendors, including utility providers and janitorial company, and coordinate IT maintenance and repairs 
  • Manage facility maintenance and improvement projects, coordinating with the landlord as needed 
  • Maintain office calendar, contact and celebration lists, and voice mail systems
  • Provide logistics support for 52 Limited internal and external events as needed 

Knowledge, Skills, and Abilities:

  • Ability to interact with talent and internal partners in a highly polished, customer-centric manner that emphasizes connection, excellence, professionalism, responsiveness, follow-through and attention to detail
  • Able to produce a high caliber of work consistently, even under pressure 
  • Strong critical thinking, judgment, and a solution-oriented mindset
  • Strong organizational skills, along with the ability to effectively multi-task and anticipate needs
  • Adaptable and flexible; able to flow with competing demands—as well as changes in the work environment, business demands, and client needs—with agility and grace
  • Excellent attention to detail, including the ability to accurately enter alphanumerical data into online platforms and to recognize anomalies when performing repetitive tasks
  • Strong verbal communication skills, including the ability to listen well and be present and professional in all interactions with fellow employees, clients, and talent
  • Coachability and an interest in self-improvement and growth, asks for and accepts feedback
  • Self-directed; a self-starter who, once fully trained, thrives in a largely autonomous (but supported) role
  • A team player who is committed to the success of the entire team/company, and supports the ideas and needs of individuals while taking into context the needs of the whole
  • A process improvement brain who loves to find efficiencies and streamline solutions

Education and Experience:

  • Bachelor’s degree or equivalent experience, preferably in the areas of business, finance, or communications 
  • 1+ years of experience using accounting software and performing general bookkeeping transactions required. Experience with Quickbooks Online a plus.
  • 1+ years of relevant experience providing administrative or customer support in a fast-paced office environment required
  • 1-2 years of experience processing payroll is preferred; experience using ADP Workforce Now is a plus
  • Strong mathematical, analytical, and data entry skills
  • Proficient in Microsoft Word and Excel. Comfortable learning new software platforms

Working Conditions:

These tasks are performed primarily in an office environment. Significant portions of the job require extended sedentary periods; constant work with computers, including extended periods of keyboarding; and repetitive motion of hands and wrists. The job requires the ability to communicate with employees, management team members, and external business contacts by phone and computer.

Reports to: Director of Operations

Business Assignment: Portland office

Direct Reports: None

FLSA Classification: Exempt

Schedule: Full Time