Executive Assistant/ Office Manager/ Bookkeeper

Executive Assistant / Office Manager / Bookkeeper

Job Summary

We are a growing manufacturing company seeking a highly organized, detail-oriented, and proactive Executive Assistant / Office Manager / Bookkeeper to support ownership and oversee administrative, accounting, purchasing, and office operations.

This key role requires someone who can manage multiple priorities, maintain confidentiality, communicate effectively with customers and vendors, and serve as a central resource for the company. The ideal candidate thrives in a fast-paced environment and enjoys taking ownership of diverse responsibilities.

Key Responsibilities

Executive & Administrative Support

• Support the company owner with administrative and organizational tasks.
• Manage calendars, appointments, meetings, and travel arrangements.
• Prepare correspondence, reports, presentations, and business documents.
• Track projects, deadlines, and action items.
• Handle confidential business and personal matters with discretion.
• Respond to customer inquiries and route them appropriately.
• Maintain office records and filing systems.
• Assist with administrative tasks and special projects across the organization.

Accounting & Finance

• Oversee accounts payable, accounts receivable, invoicing, collections, and general ledger entries.
• Process weekly payroll and maintain payroll records.
• Reconcile bank accounts, credit cards, and other financial records.
• Generate customer invoices and monitor collections.
• Prepare checks, electronic payments, and vendor remittances.
• Maintain accurate financial records and supporting documentation.
• Assist with month-end and year-end close activities.
• Coordinate with external CPA and tax advisors.
• Prepare cash flow and management reports.
• Monitor receivables aging and vendor payables.
• Support budgeting, forecasting, and financial planning.
• Assist with banking, insurance, and compliance requirements.

Purchasing, Shipping & Operations

• Purchase raw materials, components, and office supplies.
• Maintain supplier pricing and purchasing records.
• Track purchase orders and provide material status updates.
• Coordinate inbound vendor shipments and outbound customer deliveries.
• Work with suppliers to ensure timely delivery and resolve issues.
• Assist with shipping, receiving, and inventory activities.
• Support production and operations teams with material availability and order status information.

Qualifications

• 5+ years of experience in bookkeeping, accounting, office management, executive assistance, or a related role.
• Manufacturing industry or Construction/ Real Estate experience preferred.
• Strong knowledge of accounting principles and financial reporting.
• Proficiency with accounting software and Microsoft Office, particularly Excel.
• Experience with payroll, accounts payable, and accounts receivable.
• Excellent organizational, communication, and multitasking skills.
• Ability to prioritize competing responsibilities and meet deadlines.
• Self-motivated with the ability to work independently.
• High level of professionalism, discretion, and attention to detail.

What We Offer

• Competitive compensation based on experience.
• Stable, growing manufacturing company.
• Collaborative, team-oriented work environment.
• Direct exposure to ownership with the opportunity to make a meaningful impact.
• Paid vacation and holidays.
• Health insurance and additional benefits based on company plans.

Location