Project and Office Manager

Job Title: Office Manager (Project Management, Financial & Contract Management Focus) 3 Years Experience Required

Location: Furlong, PA Employment Type: Full-Time, benefitted

Reports To: The business owner and President

Job Summary:

We are seeking a detail-oriented, highly organized and self-sufficient Project & Office Manager with a primary focus on project support and management, financial management, bookkeeping, and contracting, with related administrative tasks for our small consulting agency. The position would start as a salaried 30-32 hour per week position with benefits with an opportunity to increase hours to 40 hours per week with an increase in pay. The ideal candidate will provide comprehensive support to ensure the smooth and efficient operation of our organization’s financial and contractual processes.

The position is on-site in our Furlong, Pa office with an openness to exploring a hybrid scenario.

Key Responsibilities:

Project Management & Client Support

Key responsibilities include:

o Coordinate project timelines and milestones, tracking key dates, deliverables, dependencies, and follow-up actions across multiple client engagements.

o Support consultants in keeping projects on track by proactively identifying upcoming deadlines, outstanding actions, and potential scheduling or logistical issues.

o Coordinate client and internal meetings, including scheduling, calendar management, invitations, meeting materials, and virtual meeting logistics.

o Support the management of workshop logistics from planning through execution, including venues, travel, materials, supplies, shipping, printing, catering, and other onsite needs.

o Prepare and organize project materials, including presentations, workshop documents, participant materials, templates, and client-facing deliverables.

o Maintain organized project files and documentation, ensuring teams can quickly access current versions of materials, meeting notes, client information, and project resources.

o Track action items and follow-ups from internal and client meetings and help ensure commitments are completed on schedule.

o Support project communication, including drafting or coordinating meeting confirmations, participant communications, follow-up correspondence, and other routine client interactions.

o Anticipate project needs and take initiative to resolve administrative or logistical issues before they affect the consultant team or client experience.

o Serve as an organizational hub for the consulting team, helping consultants manage competing priorities and maintain visibility across active engagements.

• Financial Management & Bookkeeping:
• • Maintain accurate financial records, including accounts payable and receivable, expense tracking, and reconciliation of financial statements.
  • Assist with budgeting, forecasting, and preparing financial reports.
  • Process company banking transactions, employee expense reports, invoices, payments, and maintain proper documentation of financial transactions.
• Contract Management:
• • Prepare, review, and maintain various contracts, ensuring compliance with company policies and legal requirements.
  • Monitor contract deadlines and ensure timely renewals or amendments as needed.
  • Monitor and manage client follow-through of contract payment schedules.
  • Serve as the point of contact for contract-related inquiries.
• Administrative Support:
• • Attend Internal Meetings, ordering lunch for the staff.
  • Travel planning and scheduling for leadership as needed.
  • Manage office supply ordering.
  • Assist with project coordination and other administrative duties as assigned.
  • Maintain organized digital and physical filing systems.
• Communication & Collaboration:
• • Communicate professionally and coordinate with various client accounting teams, payroll and benefit vendors, company tax attorney, and internal colleagues to ensure smooth operations.
  • Meet expectations of discretion and confidentiality in handling internal personnel and client information.
  • Communicate with Clients and Client support team members in a polished and professional manner.

Qualifications:

• Proven experience as an office manager, preferably with a focus on project management, financial management and contract administration.
• Proficiency in bookkeeping software (e.g., QuickBooks) and Microsoft Office Suite (Word, Excel, Power Point and Outlook).
• Strong organizational and multitasking skills with attention to detail.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise discretion when handling sensitive information.
• Bachelor's degree in Business Administration or Finance, and at least 3 years of related field experience preferred.

Benefits:

• Comprehensive health, dental and vision insurance, retirement plans, and paid time off.
• Year-end bonus - 10-15% of salary based upon company performance.

Application Process:

Interested candidates should submit their resume and cover letter to Senior Consultant Caroline Coronel.