Office Manager

  • Office Manager
  • Mount Vernon, New York
  • The Office Manager is a full-time position at Digital Media Systems. The position is comprised of accounting and administrative support functions. This is the lead accounting role in the organization and works closely with the President and COO. The office manager ensures that all financial transactions are entered into QuickBooks and have been processed according to the financial guidelines approved by management. This position also ensures timely, accurate, processing of payroll. General administrative tasks include managing paper flow for hiring, front desk management, and in other support tasks as needed. General administrative duties include office management and support. Occasional evenings and weekend work is required.
  • Process accounts payable and receivable including: enter and verify bills, invoices, and purchase orders, ensuring compliance with the financial handbook.
  • Process payments, deposits, and post into the system
  • Reconcile checking, savings, customer and vendor accounts
  • Set up and maintain financial records in paper and cloud-based file systems
  • Make journal entries under direction of third party accountant or management
  • Process payroll/timesheets and make sure that all staff are correctly returning timesheets and that the reports are compliant with appropriate labor code.
  • Maintain confidentiality regarding organization's financial and personnel information
  • Prepare monthly, quarterly and annual budgets
  • Oversees the smooth operations of all Digital Media office/administrative functions, including securing and monitoring office supplies inventories, and keeping track of DMS log-in credentials.
  • Ensures digital administration accounts (such as QuickBooks and Microsoft 365) are current.
  • Interfaces and collaborates with contracted or internal IT support personnel.
  • Maintain company calendar for technician schedule and / or company activities.
  • Collaborates with relevant management to ensure the implementation of all policies and procedures for new hire and terminating employees, including securing relevant background checks, creating hard-copy and digital employee records, and ensuring all employee records are held in a secure, confidential location.
  • Establish and maintain effective filing systems (both digital and physical).
  • Establish and maintain inventory of all office supplies, and a regular method of ordering, distributing and paying for all supplies. This may require lifting/carrying occasional heavy items.
  • Support President and COO with all aspects of recorded meeting notes and follow-up for each meeting, including weekly activity reports.
  • Provide hospitality support, including setting up/cleaning up food and beverages for
  • Screening room events, meetings and visits with external partners.
  • Oversee and direct Technical Staff adherence to office procedures and responsibilities.
  • Manage Technical Staff calendar including scheduling of technicians and projects.
  • Assist with travel arrangements including researching and booking flights, hotels, trains, car rentals, etc. Create travel itineraries with all relevant information including on-site contacts and reservation numbers.
  • Quick Books Pro experience (minimum 5 years)
  • Payroll processing experience (minimum 5 years)
  • Proficient use of:

    a. Microsoft Office products including Word (including the use of tables), Excel, and Outlook

    b. Adobe Pro including converting other types of documents into .pdf, compiling .pdf documents; paginating and searching .pdf documents.

    c. Cloud-based computing solutions (Microsoft Office 365).

    d. Effective communications skills (orally and in writing) and excellent command of English.
  • Strong organizational skills.
  • Ability to work effectively in a face-paced environment with changing priorities, while maintaining professionalism and strong rapport with DMS team members.
  • Consistently maintains a professional demeanor, appearance, and work environment.
  • An associate's degree or two years relevant college coursework.
  • Five years of progressive experience and responsibility in a bookkeeping and administration position.
  • A bachelor's degree in a business field is preferred but not mandatory.
  • Experience in construction, catering, agency and/or production are especially relevant.
  • Please note: If you think you are an excellent candidate even if you do not meet every single requirement, we would still like to hear from you.
  • This is a full-time permanent benefited position with compensation commensurate with experience. Standard days and hours of work are Monday through Friday, from 10 a.m. to 6 p.m. The position requires the ability to occasionally work during nonstandard hours to support meetings and events. Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice as business warrants.
  • Digital Media Systems, Inc. is a leading provider of audiovisual solutions for the motion picture industry. We have represented the high-profile interests of Hollywood film studios, post-production, and cinema exhibition facilities, as well as industry defining product manufacturers. Our goal is to provide superior products, technologies, support, and services to the entertainment industry in an efficient and comprehensive manner.