Office Manager/Administrative Assistant

Prospect Blue•Richmond, VA

About The Position

ProspectBlue has partnered with a reputable company in Richmond that is seeking a temporary Office Manager/Administrative Assistant. The role supports office operations, human resources administration, payroll, bookkeeping, and sales administration. Responsibilities include maintaining the office and its supplies, equipment, records, mail, schedules, and vendor relationships; serving as receptionist and coordinating meetings, events, and related logistics; processing payroll and administering payroll records, deductions, contributions, benefits renewals, onboarding, and 401(k) enrollment; supporting bookkeeping through vendor setup, invoice review, accounts payable, payment preparation, tax reporting, reconciliations, and Ramp administration; and assisting with customer invoicing, sales documentation, bid packages, sales closings, transaction expenses, and follow-up on outstanding administrative items.

Responsibilities

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 logistics.
Coordinate with building management, landlords, maintenance providers, and other vendors regarding office needs.
Maintain office calendars, contact lists, vendor information, and other administrative records.
Organize and maintain office hard-copy files and the online filing system.
Identify routine office operational issues and recommend improvements to processes and organization.
Process semi-monthly payroll, bonuses, and special payrolls through the company’s HR/payroll platform.
Review and reconcile payroll deductions and employer contributions, including health insurance, 401(k), and HSA amounts, before payroll submission.
Submit 401(k) and HSA contributions to plan administrators and vendors in a timely manner.
Ensure payroll activity is accurately recorded in the accounting system and maintain payroll records and supporting documentation.
Research and resolve payroll discrepancies, employee payroll questions, and other payroll-related matters.
Manage the annual health insurance renewal process, coordinating with brokers and carriers, reviewing renewal options, and implementing approved plan changes.
Coordinate new employee onboarding, including employment documentation, payroll and benefits enrollment, system access, and administrative setup.
Coordinate employee 401(k) enrollment and assist with plan administration, elections, records, and communications with the plan administrator and employees.
Set up and maintain vendor records, including payment and tax information.
Coordinate third-party invoice review and obtain internal approvals before payment.
Enter vendor bills and supporting documentation into the accounting system.
Process accounts payable and prepare checks and other approved semi-monthly payments.
Prepare and review unpaid-bills reports, 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 Forms 1099 and related vendor tax reporting.
Review and reconcile cleared banking and payment transactions in the accounting system regularly.
Administer Ramp, including corporate card activity, employee reimbursements, receipt collection, coding, approvals, and reconciliation.
Research and resolve vendor, payment, reimbursement, and routine bookkeeping discrepancies.
Download bank statements regularly.
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 the 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 on outstanding sales documentation, payments, and other administrative items.