Office Manager

The Office Manager role is responsible for providing a wide range of office services and accounting support functions. This role will oversee the daily administrative tasks within the office, assist with document management, travel, meeting management, and ensuring smooth operations within the office. The Office Manager will assist in a variety of accounting areas, including processing accounts payable invoices and assisting with day-to-day tasks across various projects.

This is a part-time, non-exempt role, working in the office located at 500 Boylston Street, Boston, MA on Tuesdays, Wednesdays, and Thursdays. Please take into consideration that this is 24 hrs/weekly on average. Occasionally the role may be required to work remotely on Mondays and Friday, as needed with advanced notice.

Key Responsibilities

Office Administration: Support and enable team members by managing office supplies, sorting mail, maintaining office equipment, facilities and office services, travel, meeting and event coordination.

Accounting Assistance: Providing assistance and support with a variety of accounting and company financial matters to include, including preparing, coding and recording vendor invoices. Compiling and verifying financial information for the account team.

Teamwork and Engagement: Build and maintain strong relationships with colleagues and vendors; ensuring a positive and productive work environment.

Continuous Improvement: Champion initiatives to enhance efficiency and streamline workflows, mentor and support others, and contribute to the company goals and success.

Maintain and Development Core Competencies: Actively utilize and develop competencies to include but not limited to: research skills, accuracy, organization and time management, initiative and sound judgment, business acumen, and communication.

Position Responsibilities

Provide general office management to include but not limited to: organizing and maintain a professional, clean, organized, and safe work space, equipment servicing and troubleshooting, IT support as needed with assistance with IT team, IT and property inventory, set up coordinating visitor and meeting logistics, supplies management, maintain office expenses and reporting, and work with property management company on facilities related matters. Performs general clerical duties including but not limited to filing, photocopying, scanning, and mailing.

Manages activities related to maintenance, care and repair of office equipment and facilities.

Administration of company vendors and account management (Amazon, Verizon, Zoom, Oxford facilities, etc.).

Coordinate meetings, lunch and/or dinner events in the office or offsite. Responsible for preparing for the meetings including arriving prior to meeting start and staying through the end of the event or meetings as requested.

Coordinate with HR to prepare for new hire arrival, including computer, workstation, software and tool access, and office systems introduction. Assist with employee change and separation process.

Update company and department organization charts using PowerPoint or Viso.

Process and distribute incoming mail daily, in a timely and organized manner.

Oversee relationships with office suppliers and manage vendor services that support the daily operations.

Greet visitors, ensure they are comfortable, facilitate connections with the appropriate office personnel, and uphold visitor policies while maintaining a welcoming and professional environment.

Maintain visitors logs and oversee badge access for contractors, vendors, and external personnel.

Manage scheduling for conference rooms and assist with team and company meetings.

Monitor office expenses, identify cost-saving opportunities, and oversee inventory and ordering of office and break room supplies.

Serve as the primary point of contact with the building landlord to coordinate office maintenance and upkeep. Submit work orders, schedule office space and equipment repairs, and track completion.

Schedule all aspects of travel required for Boston based executives and with regard for company travel policies. Provide back-up travel coordination and support for executives in other offices as needed. Responsible for researching, resolving, and escalating issues for travelers when needed.

This role works closely and collaborates with all members of the accounting, asset management, HR, and operations teams.

Process invoices, ensure accuracy in coding, and enter them into TimberScan and Sage.

Respond to each business inquiry, whether from an internal customer, vendor, or co-worker in a courteous and professional manner.

Performing accounts payable procedures, including coding and recording vendor invoices, reviewing/recording expense reimbursement requests and reviewing/recording employee monthly credit card expenses.

Assist when needed with any audit or other vendor requests.

Administer the purchasing card program including issuing cards, supporting users with training and reviewing card activity.

Record credit card receipts and reconcile corporate credit card accounts.

Notarize documents.

Coordinate with executive and authorized signers to process documents for execution for both wet and DocuSign signatures.

Scan copies of all checks that come into the office and archive electronic documents and filings appropriately.

Gather all real estate tax bills from municipality sites or from mailings, scan and manage the electronic documentation.

Prepare payments to vendors for mailing or express delivery.

Perform other duties and special projects as assigned.

Qualifications

Bachelor's degree preferred or equivalent relevant experience.

4-6 years' experience in office management and team support.

1-3 years of general accounting experience, preferable in accounts payable or finance, processing one or more of the following: accounts receivable, accounts payable, bank reconciliation, vendor account reconciliation, and invoice entry.

Intermediate to advanced level of proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint). Excel experience is a must.

Familiarity with third party software is preferred: Zoom, Sage, TimberScan, ShareFile, and Cobblestone.

Good problem-solving skills, ability to think critically to make informed recommendations and solve problems.

Excellent communication skills, both written and oral, with the ability to collaborate successfully with all levels of internal and external.

Written Communications – writes clearly and informatively, edits work for spelling and grammar, varies writing style to meet needs, presents numerical data effectively, and able to read and interpret written information.

Ability to handle confidential information with discretion and professionalism.

Ability to comprehend, communicate and respond to instructions and achieve deadlines.

Current and valid Notary Public preferred. If not a Notary, willing and able to become a Notary Public within six (6) months of employment start.

Have a welcoming, professional, and courteous demeanor and contribute to a positive work culture. Proven ability to manage multiple projects and priorities in a fast-paced environment.

Strong attention to detail.

Strong organizational skills and highly developed ability to multi-task and prioritize effectively to meet deadlines.

Proactive individuals possess a strong work ethic and team player.

Self-starter with demonstrated experience of working independently, collaborating with diverse colleagues at all organizational levels in the office and across the country.

Flexibility to adapt to changing priorities and workflow.

Ability to work in the office Tuesday, Wednesday, and Thursday 8:30AM – 5:30PM.

Available for minimal overtime work, specifically for pre-approved planned events coordination.

Ability to travel by local transportation, Uber, or walk to Post Office, and other local businesses to complete Freehold business.

No agency referrals, please.

General Overview of Compensation & Benefits

Freehold Capital Management offers competitive compensation that includes base salary, bonus and a comprehensive benefits package for positions working 32 hours or more a week. We reasonably expect the US hourly rate for this part-time, non-exempt position to be $30 – 44 per hour, plus bonus. This position is not eligible for benefits other than prorated paid time off. Our salary and hourly rate ranges are determined by role, level, and location and reflect the minimum and maximum target for the position. Within the range, individual pay is determined by work location, and additional factors, including job-related skills, experience, qualifications, and relevant education or training. Additional details about the hiring process, compensation and benefits will be provided by Human Resources during the hiring process.

Freehold Capital Management is an equal opportunity employer. All qualified applications will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy-related conditions, or any other characteristic protected by law.

We are committed to providing an inclusive and accessible recruiting experience for candidates with disabilities. To request an accommodation, please email .

All offers of employment are contingent upon successful completion of a background screening process. Freehold uses E-Verify to confirm the identity and employment eligibility of all new hires.