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Office Manager - Billing & Operations

ENSPIRE CONSULTING GROUP LLC

Phliadelphia, PA

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JOB DETAILS
SKILLS
Accounting, Accounts Payable, Accounts Receivable, Administrative Management, Administrative Skills, Analysis Skills, Billing, Bookkeeping, Budget Management, Business Administration, Business Operations, Business Support, Calendar Management, Communication Skills, Cross-Functional, Customer Service Operations, Customer Support/Service, Dental Insurance, Documentation, Finance, Financial Administration, Financial Management, Financial Operations, Financial Planning, Health Insurance, Intuit Quickbooks, Leadership, Logistics, Mail Processing, Microsoft Office, Multitasking, Office Management, Onboarding, Operational Improvement, Operational Strategy, Operational Support, Operations Management, Operations Planning, Operations Processes, Organizational Skills, Payroll Administration, Payroll Management, Presentation/Verbal Skills, Problem Solving Skills, Process Improvement, Project Schedule, Reconciliation, Record Keeping, Schedule Development, Systems Administration/Management, Time Management, Vendor/Supplier Management, Vision Plan, Writing Skills
LOCATION
Phliadelphia, PA
POSTED
17 days ago
Benefits:
  • 401(k)
  • Dental insurance
  • Health insurance
  • Paid time off
  • Vision insurance


The Office Manager – Billing & Operations is responsible for overseeing administrative, financial, and operational functions that support the efficient day-to-day operations of the organization. This role requires strong organizational, communication, and problem-solving skills, as well as the ability to exercise sound judgment and maintain confidentiality in handling sensitive business and employee information.



The Office Manager supports office administration, billing, payroll coordination, bookkeeping, contractor administration, and operational workflows while collaborating with leadership to improve efficiency and maintain effective business operations.



This position works independently under general direction and plays a key role in supporting organizational operations, financial processes, and client service readiness.


Essential Duties & Responsibilities


Office Administration & Operations



     Coordinate daily office and administrative operations to support business efficiency
     Manage scheduling systems, calendars, appointments, and workflow timelines
     Serve as a primary point of contact for incoming calls, emails, and communications
     Support coordination of office personnel, field staff schedules, and project logistics
     Maintain organized company records, databases, and operational systems
     Ensure customer, vendor, and contractor information remains accurate and current
     Assist with office logistics, including mail distribution, deliveries, and supply management
     Support implementation and adherence to company policies and procedures
     Maintain a professional, organized, and client-ready office environment



Billing, Bookkeeping & Financial Administration



     Process accounts payable and accounts receivable transactions accurately and timely
     Maintain bookkeeping records using QuickBooks
     Support payroll processing and maintain payroll-related records
     Perform bank reconciliations and assist with financial record accuracy
     Prepare and submit sales tax filings and related documentation
     Generate routine financial and operational reports for leadership review
     Identify discrepancies and assist in resolving billing or accounting issues
     Support budget tracking and financial planning activities



Contractor Coordination



     Support recruitment, onboarding, and employee documentation processes
     Coordinate administrative functions related to independent contractors, including invoicing and compliance documentation.



Operational Support & Process Improvement



     Identify opportunities to improve administrative and operational efficiency
     Assist leadership with operational reporting, planning, and process improvement initiatives
     Help ensure continuity of daily business functions and client service operations
     Support cross-functional collaboration between operations, finance, and administrative teams.


Qualifications


     Bachelor’s degree in Business Administration, Management, Accounting, or related field preferred; equivalent professional experience considered
     Minimum 3–5 years of experience in office management, operations, billing, bookkeeping, and administrative support roles
     Proficiency with QuickBooks and Microsoft Office Suite required
     Experience with payroll processing and financial administration preferred
     Strong organizational, analytical, and problem-solving skills
     Excellent verbal and written communication skills
     Ability to manage multiple priorities in a fast-paced environment
     Demonstrated professionalism, discretion, and confidentiality
     Ability to work independently and collaboratively with cross-functional teams

About the Company

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ENSPIRE CONSULTING GROUP LLC

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