Harvard Resource Solution is seeking an Office Manger/Bookkeeper for their client in Oakland County on a direct hire basis.
In office ( hybrid 2-3 days in office after 1 -2 months of training is completed)
Hours: 8:00am - 5:00pm
Salary Range: 60,000.00 to 70,000.00 with full benefits( Salary based on experience and education )
Duties of the Office Manager/Bookkeeper
- Act as the primary point of contact for the client, anticipating needs and executing requests with exceptional professionalism and attention to detail.
- Manage incoming mail, packages, and occasional gift procurement.
- Orchestrate the full-cycle bill-paying process across multiple households, entities, and trusts, ensuring strict adherence to all deadlines.
- Review all invoices with a critical eye to identify overcharges, manage vendor disputes, and ensure the client receives best-in-class service and value.
- Serve as a liaison for contractors and service providers.
- Coordinate memberships (clubs, museums, professional organizations) and subscriptions, including renewals, tier upgrades, and cancellation of underutilized services.
- Maintain an organized database of vendor contracts, warranties, and insurance certificates.
- Perform reconciliations for multiple bank accounts, credit cards, and investment accounts.
- Ensure documentation is maintained in accordance with record retention policies and procedures.
- Maintain detailed records for artwork and other personal assets, including invoices and insurance documentation.
- Prepare cash flow reports, expense summaries, financial statements, and supporting workpapers.
- Submit out-of-network health insurance claims and track reimbursements.
- Execute capital call and distribution notices.
- Maintain detailed loan schedules and coordinate timely payments.
- Assist with the collection of year-end tax documentation.
- Perform additional duties and special projects as assigned.
Qualifications of the Office Manager/Bookkeeper
- On-Site Presence: Required in the office a minimum of three (3) days per week (typically Tuesday, Wednesday, and Thursday) to manage physical mail, collaborative work, and banking transactions.
- Remote Work: Up to two (2) days per week (typically Monday and Friday) may be worked remotely.
- Core Hours: Regardless of location, the Associate must be online and reachable during designated core hours.
- Virtual Presence: While working remotely, the Associate must maintain an active Microsoft Teams status and respond to client communications via email or phone within 30 minutes during core hours.
- Service Continuity: The client should not experience any difference in service quality when the Associate is working remotely.
- Availability: In urgent situations, the Associate may be required to report to the office regardless of the hybrid schedule.
- Secure Connectivity: A secure, password-protected home Wi-Fi network is required. Public Wi-Fi is strictly prohibited for accessing financial data or Sage Intacct.
- Document Handling: Physical sensitive documents (e.g., bank statements, tax returns) may not be removed from the primary office. All paperwork must be digitized and stored on the company network.
- Visual Privacy: When working remotely, the Associate must ensure that computer screens displaying sensitive client information are not visible to guests, household members, or third parties.
- Dedicated Workspace: A quiet, professional home workspace is required, free from excessive background noise—particularly during calls with the client or external advisors.
- Hardware: The Client Office will provide a computer and monitors.
