Office Manager

MAPSYS

MAPSYS, Inc. has been proudly serving the IT industry for nearly 40 years from its headquarters in Columbus, Ohio. Initially specializing in iSeries (IBM i) infrastructure and application development, our company began expanding into Web and Mobile Development in 2005 and has since built practices in Systems Engineering, IT Staffing & Recruiting, Cloud Solutions, Software Support, and Infrastructure Optimization.

Job Description

We are seeking an experienced Office Manager to cross-train and eventually lead the day-to-day operations of our office as our current Office Manager of 30+ years prepares for retirement. The ideal candidate will have a strong background in office administration, payroll, accounting, and business administration, assisting with the coordination and management of business office functions, including accounts receivable, accounts payable, and bookkeeping. The successful candidate will have effective communication skills and be able to interact with executive staff, clients, partners, and internal staff in a professional manner.

Job Duties (duties will shift over time):

• Coordinate office activities and operations to secure efficiency and compliance with company policies.
• Ensure timely and accurate submission of billings
• Set up and maintain financial files for clients and employees
• Review payment policies and procedures with executive staff and clients
• Complete receipt records, post deposits, run cash receipts batch listings, research/prepare/post adjustments, call in deposits and maintain business census
• Administer and reconcile bank accounts and petty cash
• Administer and manage the setup and payment of Sales Tax
• Maintain accurate records and reports
• Payroll Processing:
• Ensure compliance with local, state, and federal payroll regulations
• Prepare and distribute paychecks or facilitate direct deposits
• Setup new staff in payroll
• Handle payroll tax and deductions
• Maintain accurate payroll records and employee data
• Resolve payroll discrepancies and answer employee payroll-related inquiries
• Serve as a point of contact between employees and management for payroll-related matters
• Communicate payroll changes and updates to relevant departments
• Ensure confidentiality and security of payroll and personnel information
• Stay up-to-date with labor laws and regulations to ensure payroll compliance.
• Assist in preparing and filing payroll-related reports and forms.

Manage Administrative Team, focused on:

• Time collection for all staff
• Building and Office Supply management
• Accounts Receivables
• Accounts Payable
• Purchase Orders and Expenses
• Phone Administration

Human Resources

• Manage onboarding and offboarding processes
• Maintain employee records and update HR databases
• Benefits administration and coordination

Other tasks as needed

Qualifications:

• Strong attention to detail
• Strong communication and customer service skills
• The ability to work independently and in a team environment
• 5-7 years of Office Management experience
• Experience administrating HR policies and procedures
• Bookkeeping experience, preferably using QuickBooks
• Proven experience administering Payroll functions and other office administration functions.
• Proficiency in payroll software (e.g., ADP, Paychex, QuickBooks) and MS Office Suite (especially Excel)
• Ability to learn and enter data into MAPSYS ERP system
• Exposure to Sales Tax and other Tax responsibilities
• Strong organizational and time-management skills
• Ability to handle confidential information with discretion
• Excellent communication and interpersonal skills

Benefits:

• 401k Matching
• Dental insurance
• Health insurance
• Vision insurance
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Life insurance
• Paid Parental Leave
• Paid Time Off (PTO)
• ESOP (Employee Stock Option Plan)

Schedule:

• Monday to Friday (in person)