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OFFICE MANAGER – G Assist Guyana

Vacancy

Description

The Office Manager will play a vital role in streamlining processes and enhancing client relationships at the client’s company. This position involves organizing and managing client files, consolidating accounts, documenting operating protocols, and standardizing proposal processes. The Manager will also assist with marketing efforts, coordinate meetings and travel arrangements, monitor project timelines, and handle invoicing and financial reporting in QuickBooks. The ideal candidate is detail-oriented, proactive, and possesses strong organizational and communication skills, making them an essential part of our dynamic team.

Requirements

Administrative Skills

  • Proficient in file management (Dropbox, Google Drive)
  • Experience with calendar management and travel coordination
  • Strong organizational and detail-oriented skills

Project Management Skills

  • Familiarity with task/project management tools (e.g., Motion)
  • Ability to monitor timelines and adjust as needed
  • Experience in identifying and implementing process improvements

Financial Skills

  • Proficient in QuickBooks (invoicing and reconciliation)
  • Ability to create financial analysis templates (e.g., cash flow analysis, KPI performance)

Documentation Skills

  • Strong writing skills for process documentation and proposals
  • Experience in standardizing operating protocols

Marketing Skills

  • Ability to update website copy and align social media profiles
  • Experience in creating marketing materials (e.g., one-page services intro, presentation templates)

Interpersonal Skills

  • Excellent verbal and written communication skills
  • Strong relationship-building capabilities with clients and colleagues

Personal Attributes

  • Proactive and self-starter mentality
  • Adaptable to changing priorities in a fast-paced environment

Responsibilities

One Time/Set up Tasks:

Admin

  • File clean up – organize and remove duplication among client files/directories in DropBox and Google Drive
  • Create client file directory system for all clients – create a directory tree in DropBox and Google Drive that is the same for all clients and organize files accordingly
  • Consolidate multiple DropBox and Google Drive accounts to single sign on for each platform
  • Consolidate multiple QuickBooks logins in to single sign in

Process Documentation

  • Document operating protocols for monthly, quarterly and annual client reporting
  • Document meeting goals/expectations for recurring client meetings (i.e. monthly, quarterly, annual reviews)
  • Document new client on-boarding
  • Standardize client proposal process
  • Monthly retainer proposals
  • Project based proposals
  • Advisory proposals

Marketing

  • Review and update website copy
  • Update and align LinkedIn profile with website
  • Create a one-page services intro
  • Create pitch/presentation template that aligns with proposal process
  • Create pitch/presentation template that aligns with client review process
  • Identify and set up CRM system

On-Going Tasks

Admin:

  • Assist in coordinating meetings that include multiple parties
  • Assist with calendar management when traveling
  • Assist in travel arrangements (business and personal)
  • Assist in tracking business expenses that occur outside of business bank accounts
  • Assist in converting client meeting notes in to tasks/projects (Client notes = Apple Note; Task/Projects = Motion)

Operations:

  • Monitor client projects and associated timelines in Motion, taking action to adjust timelines when necessary
  • Assist in completing tasks associated with client projects as identified in Motion
  • Identify opportunities to improve efficiency and delivery of client projects
  • Build periodic touch points for key contacts (i.e. articles, books and podcasts that I think may be of interest to them); including birthday cards/gifts

Finance/Analyst:

  • Handle invoicing or all clients using QuickBooks
  • Reconcile Capfluent (and associated companies) QuickBooks on a monthly basis
  • Set up and review recurring client reports in QuickBooks with LeVon
  • Build finance templates for typical project objectives (i.e. Cash flow analysis, Pro Forma Reporting, Budget v. Actual analysis, KPI performance)

Remuneration/Benefits

Negotiable via interview.

More Information

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