Office Manager - Billing and Operations

ENSPIRE CONSULTING GROUP LLC•Bensalem Township, PA

1d•$58,000 - $65,000

About The Position

We are seeking an Office Manager - Billing and Operations to join our team. In this role, you will be responsible for overseeing administrative, financial, Human Resources support, 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 provides administrative support to Executive Leadership and supports office administration, human resources 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 Executive Leadership, employee and contractor administration, organizational operations, financial processes, and client service requirements.

Requirements

Minimum 3-5 years of experience in office management, operations, billing, bookkeeping, and administrative support, including HR-related responsibilities
Proficiency with QuickBooks

Nice To Haves

Bachelor's degree in Business Administration, Management, Accounting, Human Resources, or related field preferred; equivalent professional experience considered
Prior HR administrative experience with recruitment coordination, onboarding, personnel documentation, and confidential employee records strongly preferred
Experience providing administrative support to executive or senior leadership preferred

Responsibilities

Coordinate daily office and administrative operations to support business efficiency
Manage scheduling systems, calendars, appointments, and workflow timelines
Serve as 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
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
Generate routine financial and operational reports for leadership review
Identify discrepancies and assist in resolving billing or accounting issues
Provide administrative support to Executive Leadership, including calendar coordination, meeting preparation, correspondence, document preparation, and follow-up on action items
Support recruitment and hiring administration, including interview scheduling, candidate communications, and onboarding documentation
Maintain organized personnel files, employee records, required clearances or credentials, and other HR documentation in coordination with leadership
Assist with employee onboarding and offboarding, timekeeping and PTO records, payroll-related employee updates, and routine HR administrative processes
Coordinate staff training documentation, policy acknowledgments, and compliance-related records as assigned
Handle employee and personnel information with discretion and confidentiality and escalate employee-relations matters to appropriate leadership or HR
Coordinate independent contractor onboarding documentation, contracts, credentialing, and required compliance records
Maintain contractor records and support routine invoicing, scheduling, communication, and document follow-up
Provide administrative support for leadership projects, internal communications, meeting materials, and follow-up documentation
Help ensure continuity of daily business functions and client service operations
Support cross-functional collaboration between operations, finance, and administrative teams