Admin - Office Manager

Helix Traffic Solutions•Tonawanda, NY

1d•Onsite

About The Position

About the Role: The Office Manager is responsible for overseeing the daily administrative, operational, and financial support functions of our Tonawanda, NY office. US Traffic Control is honored to be a member of the Helix family, a nationwide network of top-tier traffic control companies committed to safety, innovation, and reliability What You’ll Be Doing: Oversee day-to-day office operations to ensure a smooth and efficient workflow Manage office supplies, equipment, and vendor relationships Coordinate scheduling, deadlines, and workflow of accounting responsibilities Assist with billing, invoicing, accounts receivable, and collections Track expenses and assist with budgeting and financial reporting Maintain accurate records, files, and documentation (digital and physical) Manage client correspondence, document requests, and follow-ups Assist with general ledger, journal entries, financial reporting and account reconciliation Banking, check writing, ACH and positive pay Ensure compliance with company policies, accounting regulations, and confidentiality standards Assist with audit preparation and regulatory documentation Monitor deadlines for tax filings and client deliverables Audit and maintenance of client and company contracts

Requirements

Associate’s or Bachelor’s degree in Accounting, Business Administration, or related field preferred
3–5 years of experience in office management, accounting support, or administrative roles
Experience in an accounting or professional services firm strongly preferred
QuickBooks or NetSuite experience a plus

Nice To Haves

Team Player
Accounting Background
Experience with Contracts
Go-Getter
Eager to Learn

Responsibilities

Oversee day-to-day office operations to ensure a smooth and efficient workflow
Manage office supplies, equipment, and vendor relationships
Coordinate scheduling, deadlines, and workflow of accounting responsibilities
Assist with billing, invoicing, accounts receivable, and collections
Track expenses and assist with budgeting and financial reporting
Maintain accurate records, files, and documentation (digital and physical)
Manage client correspondence, document requests, and follow-ups
Assist with general ledger, journal entries, financial reporting and account reconciliation
Banking, check writing, ACH and positive pay
Ensure compliance with company policies, accounting regulations, and confidentiality standards
Assist with audit preparation and regulatory documentation
Monitor deadlines for tax filings and client deliverables
Audit and maintenance of client and company contracts