Office Manager at Estuary Business Solutions (EBS)

Description

• Efficient Management of Office related matters with strong accounting skill in areas covering financial operations and services covering Cash-Flow management, Requisitions, Control of payments for services, Purchase Orders for suppliers, Internal controls for Account Payables and Receivables, Recon of all Financial services (Weekly and Monthly) and all other finance related matters

Duties & Responsibilities
Financial Responsibilities:

• Prepare and post receipts, deposits, purchase orders, requisition, invoices, refunds, and other standard bookkeeping tasks
• Manage accounts receivable and accounts payable
• Responsible for stock account and supplies
• Manage company’s liabilities (insurance premium and other related liabilities)
• Prepare, file and keep records of company tax invoices, payments and other finance related documents
• Manage company’s liabilities (insurance premium and other related liabilities)
• Review and process reimbursements
• Familiarity with tax filing requirements and coordination with tax advisors
• Implement energy-saving and sustainability initiatives.
• Prepare, track, and reconcile ledgers and budgets
• Create financial and inventory reports
• Identify and correct miscalculations and financial discrepancies
• Run and update accounting databases
• Develop and streamline operational efficiencies.

Administrative Responsibilities:

• Prompt processing and payment of all office and apartments utility/domestic bills (Dstv, Internet, phone bills, Waste disposal, phcn, diesel, fuel etc), including subscriptions update and computer upgrades.
• Maintain Operational relationships within the Organization and provide timely solutions or escalating issues identified are handled and resolved in a timely manner where support has been requested.
• Knowledge of safety regulations, compliance requirements, and facility maintenance procedures.
• Respond promptly to facility-related emergencies and issues
• Handles fleet management
• Oversee building maintenance, including equipment servicing, repairs, and overall facility management.
• Coordinate meeting within EBS, Securing needed stationary supplies, Printing portfolios and materials for presentations,
• Supervises and monitors both the support staff
• Appraise the support staff during the performance appraisal period.
• Ensure the cleanliness, safety, and smooth functioning of the office and apartments
• Leverage supplier/artisan networks to secure reliable and cost-effective services.
• Monitor and manage facility-related budgets and expenses.
• Stay current with all regulations, requirements, and laws.

Procurement Responsibilities:

• Source, evaluate, and negotiate with vendors to secure the best prices, quality, and delivery terms.
• Develop and implement procurement strategies that ensure timely availability of materials, equipment, and services
• Conduct regular market surveys to stay updated on price trends, suppliers, and new products.
• Coordinate meeting within EBS, procuring needed stationary supplies, Printing portfolios and materials for presentations
• Other related task will also apply.

Requirements

• Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
• Minimum of 3 years of office management experience with a strong financial background
• Familiarity with enterprise resource planning (ERP) systems.
• Strong knowledge of financial reporting, budgeting, and forecasting.
• Excellent organizational, negotiation, and problem-solving skills.
• Ability to manage multiple tasks efficiently in a fast-paced environment.
• Strong communication, negotiation and interpersonal skills.
• Strong understanding of inventory management and cost-reduction strategies.
• Proficiency in Microsoft Office Suite, especially Excel.
• Experience in preparing monthly, quarterly, and annual financial statements.