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Office Manager / Bookkeeper

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POSITION AVAILABLE:

Job Description

 

We are looking for an Office Manager/Bookkeeper. Your role is to create and maintain a professional and pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety. Office Manager/Bookkeeper duties and responsibilities include bookkeeping for the company, managing billable time entries, invoicing clients, processing payments, paying bills, managing Payroll cooperatively with an external Payroll company, managing HR cooperatively with an external HR company, scheduling meetings and appointments, and providing general administrative support to our employees. Previous experience as an Office Manager/Bookkeeper, or equivalent position by another title, would be an advantage. A successful Office Manager/Bookkeeper should have experience with a variety of office software (QuickBooks, Microsoft Office Suite) and be able to accurately handle administrative duties. Ultimately, the Office Manager/Bookkeeper should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

  • QuickBooks (we use QuickBooks Online) for invoicing, payments, accounts, and reconciliation. At least 50% of your time will involve QuickBooks tasks.

  • Invoicing in QuickBooks involves using the “dispatch” inbox process to add time to client invoices. 

  • Ensure that all services, time, hardware, software, and licensing are invoiced and paid on time.

  • Daily monitoring of accounts to be sure cash flow is on track, managing overdue invoices and sending reminders, forecasting and adjusting account balances for proper cash flow.

  • Manage office General and Administrative budget, ensure accurate and timely reporting

  • Manage Payroll and HR cooperatively with external entities.  You will be wholly responsible to manage these functions.

  • Management of communications with vendors to include CPA, bank, phone, leasing company, business licensing entities, state and municipal taxing entities, etc.

  • Managing all tax payments and licensing renewals to be completed on time.

  • Primary person to answer phones and direct calls while in the office.

  • Marketing may include attendance at networking meetings weekly, if this is something that energizes you.  Position will require assisting with marketing material printing, production, folding, mailing, etc.

  • Scheduling meetings with office and vendor personnel.

  • Errand tasks, such as picking up supplies for the office or for techs at a remote job site, acquiring client gifts, ordering items online, and making deliveries as needed.

  • Assist management in coordinating and preparing for bi-weekly Billing meetings with staff.

  • Daily mail and bank duties; processing payments and depositing to account. (Some or all of this will be performed from the office.)

  • Sharing of common office duties, such as cleaning own office daily.

  • Assist in the search, interview, and onboard processes for new hires

  • Address employees’ queries regarding office management issues

  • Liaise with facility management vendors, including cleaning, catering and security services

  • Assist with planning in-house or off-site activities, like parties, celebrations and conferences

Benefits on Day One:

Birthday off with pay

Downtown YMCA Family Membership

Maximized Holiday Time

 

Benefits After Probationary Period:

40 Hours/Year Personal Time

Aflac Insurance Options

 

Vacation:

40   Hours on Anniversary 1

80   Hours on Anniversary 4

120 Hours on Anniversary 7

Job Type: Full-time

Salary: $37,000.00 to $50,000.00 /year

Requirements:

  • High school or equivalent (Required)

  • QuickBooks: 3 years (Required)

  • Day Shift (Required)

  • Fluent English (Required)

  • Valid Driver's License (Required)

  • US work authorization (Required)

  • Microsoft Office: 3 years (Preferred)

  • Chattanooga, TN Area Residency