Office Manager

We are looking for an enthusiastic and highly organized office manager to join our team in our Orange Park location.

• Purpose: To maximize organizational efficiency by ensuring the daily operations of the office run smoothly and efficiently.
• Reporting to: Executive Director & President

Key Responsibilities

1. Office Operations

• Administrative Support: Assist with office operations, phone calls, and client inquiries with high professionalism.
• Records Management: Maintain accurate, organized electronic and physical filing systems, member records, and vendor invoices.
• Logistics & Supplies: Oversee office supply inventory, shipping of packages, and maintenance of office equipment.
• Compliance: Monitor the status of outstanding applications, upgrades and continuing education credits.

2. Financial Management & Bookkeeping

• Accounts Receivable/Payable: Provide backup support for QuickBooks invoicing and receivables.
• QuickBooks Management: assist with the maintenance of accurate, real-time bookkeeping, including monthly reconciliations.
• Payroll & HR: assist the Executive Director with payroll, vendor payment, bill processing and maintenance of personnel files.

3. Communication & Compliance

• Document Control: Ensure all office documents and records are up-to-date and compliant with SAMS policy standards.

4. Leadership & Coordination

• Staff Coordination: Supervise administrative support staff and facilitate communication between the office and surveyors.

Required Qualifications & Skills

• Preferred Experience: 3+ years of experience in an Office Manager or Senior Administrative role, preferably in the marine sector (but not necessary).
• Software Proficiency: Strong proficiency in QuickBooks (required) and Microsoft Office Suite (Excel, Word, Outlook).
• Technical Skills: Knowledge of accounting principles (AP/AR), payroll processing, and familiarity with data entry systems.
• Soft Skills:
• • Attention to Detail: Ability to manage complex financial documentation "to the penny".
  • Proactive: Ability to anticipate upcoming needs of the office.
  • Organized: Ability to manage multiple responsibilities and prioritize tasks effectively in a fast-paced environment.
  • Communication: Excellent verbal and written skills for dealing with clients and staff.
• Education: High School Diploma or GED; bachelor’s degree in business or related field is a plus.

Office Schedule/Benefits

• Salary is competitive and commensurate with experience
• In-office, Monday – Friday 8:00 AM to 5:00 PM
• One hour lunch, two 10 minutes breaks.
• Paid Vacation, Health Days, Federal Holidays & Birthday
• Limited travel to support annual membership meetings and board of director meetings.