Job Description

ProspectBlue has partnered with a reputable company in Richmond who is seeking a temporary Office Manager/Administrative Assistant.

JOB RESPONSIBILITIES:
Office Administration
● Oversee the general maintenance, organization, appearance, and upkeep of the office.
● Manage the ordering, inventory, and organization of office and project supplies.
● Coordinate maintenance, repair, and replacement of office equipment and technology.
● Manage incoming and outgoing mail, packages, shipping, and deliveries.
● Serve as the primary receptionist and point of contact for office visitors.
● Schedule and coordinate internal and external meetings, events, conferences and special occasions, including travel, meals, materials, and other meeting logistics.
● Coordinate with building management, landlords, maintenance providers, and other vendors regarding office-related needs.
● Maintain office calendars, contact lists, vendor information, and other administrative records as needed.
● Organize and maintain office hard copy files and online filing system.
● Identify and address routine office operational issues and proactively recommend improvements to office processes and organization.

Human Resources
• Payroll
o Process semi-monthly payroll, bonuses, and other special payrolls through Clearwater’s HR/payroll platform (currently Gusto).
o Review and reconcile employee payroll deductions and employer contributions, including health insurance, 401(k), and HSA amounts, before payroll is submitted.
o Submit 401(k) and HSA contributions to the appropriate plan administrators and vendors in a timely manner.
o Ensure payroll activity is accurately recorded in Clearwater’s accounting system (currently QuickBooks Online).
o Maintain payroll records and supporting documentation.
o Research and resolve payroll discrepancies, employee payroll questions, and other payroll-related matters.
• Health Insurance Renewal: Manage Clearwater’s annual health insurance renewal process, including coordinating with brokers and carriers, reviewing renewal options, and implementing approved plan changes.
• New Employee Onboarding: Coordinate new employee onboarding, including required employment documentation, payroll and benefits enrollment, system access, and other administrative setup.
• 401k Enrollment and Administrative Responsibility: Coordinate employee 401(k) enrollment and assist with ongoing plan administration, including processing elections, maintaining plan records, and coordinating with the plan administrator and employees as needed.

Bookkeeping
• Set up and maintain vendor records, including required payment and tax information.
• Coordinate third-party invoice review and obtain appropriate internal approvals before payment.
• Enter vendor bills and supporting documentation into Clearwater’s accounting system (currently QuickBooks Online).
• Process accounts payable and prepare checks and other approved payments on a semi-monthly basis.
• Prepare and review unpaid-bills reports for Clearwater entities, reconcile them against prior payment runs, and identify or remove previously paid or outstanding items.
• Maintain supporting documentation for unpaid bills and payment approvals.
• Prepare and distribute required Forms 1099 and related vendor tax reporting.
• Review and reconcile cleared banking and payment transactions in Clearwater’s accounting system on a regular basis.
• Administer Ramp, including corporate card activity, employee reimbursements, receipt collection, coding, approvals, and reconciliation.
• Research and resolve vendor, payment, reimbursement, and other routine bookkeeping discrepancies.
• Download bank statements on a regular basis.

Sales Administration
• Prepare customer invoices and related sales documentation.
• Maintain complete electronic and hard-copy files for sales transactions.
• Complete customer and vendor setup forms and other administrative documentation required for sales transactions.
• Assist with administrative preparation and submission of bid packages and related materials.
• Provide administrative support for sales closings, including coordination of documents, signatures, payments, and closing materials.
• Prepare and process sales-related bills and coordinate payment of commissions, fees, and other transaction expenses.
• Follow up regarding outstanding sales documentation, payments, and other administrative items.