Office Manager - Billing & Operations

ENSPIRE CONSULTING GROUP LLC • Philadelphia, PA

4d • Onsite

About The Position

The Office Manager – Billing & Operations is responsible for overseeing administrative, financial, 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 supports office 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 organizational operations, financial processes, and client service readiness.

Requirements

• Proficiency with QuickBooks and Microsoft Office Suite required
• Strong organizational, analytical, and problem-solving skills
• Excellent verbal and written communication skills
• Ability to manage multiple priorities in a fast-paced environment
• Demonstrated professionalism, discretion, and confidentiality
• Ability to work independently and collaboratively with cross-functional teams

Nice To Haves

• Bachelor’s degree in Business Administration, Management, Accounting, or related field preferred; equivalent professional experience considered
• Experience with payroll processing and financial administration preferred

Responsibilities

• Coordinate daily office and administrative operations to support business efficiency
• Manage scheduling systems, calendars, appointments, and workflow timelines
• Serve as a 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
• Prepare and submit sales tax filings and related documentation
• Generate routine financial and operational reports for leadership review
• Identify discrepancies and assist in resolving billing or accounting issues
• Support budget tracking and financial planning activities
• Support recruitment, onboarding, and employee documentation processes
• Coordinate administrative functions related to independent contractors, including invoicing and compliance documentation.
• Identify opportunities to improve administrative and operational efficiency
• Assist leadership with operational reporting, planning, and process improvement initiatives
• Help ensure continuity of daily business functions and client service operations
• Support cross-functional collaboration between operations, finance, and administrative teams.

Benefits

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level