Experience Inc. Jobs

A prominent architecture, design, and consulting firm is actively seeking an experience office manager to join their team!

Job Title: Office Manager

Industry: Architecture and Planning

Location: Paramus, NJ

Qualifications:

• 3-5 years of QuickBooks experience

• Experience with Microsoft Suite (Outlook, Word, PowerPoint, Excel)

• Experience with billing and invoices

Job Description:

• Post on LinkedIn to get in front of commercial clients

• Communicate with the Project Managers (4 total) and use QuickBooks Time to run timesheets for projects (bill every 2 weeks)

• Attach total hours to invoices and file

• Review hours before sending them out (experience errors with hours so need to make sure they are correct)

• Apply payments and follow up with clients when invoices aren't paid

• Send weekly reports of what invoices are open

• Keep records through the software Monday (tracks submittal dates and project approvals)

• Keep records of paper copies on excel - including UPS, FedEx (dates, tracking/shipping numbers and who it is being sent too)

• Use templates to renew insurances (templates will be provided)

• Assist with RFP's/RFQ's

• Get information for the RFP/RFQ and input the information, adjust the name of the client, adjust payments and fill out legal forms

• Organize and assemble the RFP's/RFQ's with information provided by Tony/ Other partners

• Keep track of RFQ/RFP's on email - typically 1 per month come through - can't take all of them due to scope of work

Benefits:

• Opportunity to work with a prominent architectural firm (the company works on projects up to $35 million dollars)

• Small office which makes for a family like environment

• Flexible compensation

• Great benefits package

This position is moving extremely fast as this is an urgent need for the client. If interested, please send over your most up to date resume to ktrivigno @astoncarter.com along with your availability for a 10-minute phone call.

About Aston Carter:

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

Diversity, Equity & Inclusion

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.