Office Manager/Marketing Coordinator

Employment Ads will be posted for 12 weeks. SMPS Members $50; Non-Members $150. All postings must be pre-paid and will be reviewed before publication.

The Office Manager is a Key leadership and operational role responsible for overseeing all office administration and ensuring the smooth day-to-day functioning of the firm. Reporting directly to the CEO, this individual will manage internal operations, coordinate external professional vendors, and serve as a central point of communication for staff and clients. The ideal candidate thrives in a fast-paced environment, excels at multitasking and demonstrates a continuous commitment to improving firm operations and culture.
ESSENTIAL DUTIES & RESPONSIBILITIES
The essential functions include, but are not limited to the following:

Ensure A/R and A/P tasks are completed timely and accurately. Monitor and assist with aging receivables, alerting Leadership of any potential uncollectable invoices and recommend next steps.

Subject Matter Expert on the recurring and month-end journal entries. Ensure journal entries are made timely and accurately. Review month-end reconciling processes to ensure audit standards are met.

Monitor and manage cash flow.

Facilitate the ME/YE process.

Analyze both internal and external reports, making recommendations as needed.

Work as liaison between the company and auditors, alerting the Leadership of any potential findings.

Assist with generating reports where applicable.

Lead by example and empower teammates to work together and successfully meet departmental goals.

Oversee office administration.

Other ad hoc duties as assigned.

Manage relationships with all external professional service providers, including but not limited to:

Human Resources

Information Technology

Accounting and Bookkeeping

Payroll

Insurance

Firm compliance

Other administrative vendors

Serve as the primary point of contact for vendors, ensuring timely delivery of services and alignment with firm needs.

Monitor contracts, performance, and costs; recommend improvements or changes as appropriate.

Staff & Client Support

Be consistently available to staff and clients to facilitate communication, address concerns, and resolve issues.

Support staff across all departments and office locations by ensuring administrative needs are met promptly and effectively.

Foster an open, cooperative and solution-oriented environment.

Culture and professional Standards

Maintain and promote a professional, respectful, and collaborative office culture.

Support all staff in upholding firm values, policies, and professional standards.

Lead by example in communication, organization, and accountability

Process Improvement & Leadership Support

Demonstrate continuous effort to improve firm operations, workflows, and internal coordination.

Identify inefficiencies and recommend practical solutions to the CEO.

Provide administrative and operational support to the CEO as needed.

Marketing Coordinator
Marketing Coordinator supports the business development, proposal and brand promotion efforts.

Technical

Assist in research for target markets and/or potential clients.

Creates concepts for and coordinates production of collateral materials (i.e. brochures, direct mail).

Composes narrative for marketing materials such as proposals and collateral using creative and persuasive writing skills.

Organizes, produces, and assembles project marketing support materials (qualifications packages, proposals, presentations/interviews, etc.).

Assists with interview preparation, content, and graphics.

Maintains high quality of work products, in terms of accuracy content and compliance with customer requirements. Able to lead the writing process, effectively execute multiple assignments while meeting deadlines.

Helps to strategize and then implements marketing campaigns, trade shows, speaking engagements, award submittals, social media, advertizing and digital marketing, and PR opportunities for internal client group.

Performs basic marketing tasks such as printing, binding, scheduling appointments, coordinating tradeshows, planning events, proofreading, etc.

Collaborates with Marketing Operations team to drive an integrated approach (design and communications) in all deliverables.

Professionally and effectively communicates internally and externally.

Other ad hoc duties as assigned.

Project Management

Understand assigned tasks and how it relates to the whole project(s).

Understand expected completion times and alerts management of any potential barriers to completing on time.

Complete tasks within allotted time frames and proactively communicate potential barriers for completing on time.

Successfully communicates with internal clients(s) throughout as an assignment so project timeline and requirements are understood by all parties.

Business Development

Actively engage in company recommended social media channels.

Takes lead role with developing proposals as needed.

Leadership/Management

Shares ideas on improving processes, and how work can be done most efficiently.

Possesses a desire for lifelong learning.

Client Service

Interact professionally and timely with colleagues.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Associate's or Bachelor'sdegree and/or equivalent experience.

3+ years of experience required.

Ability to use Microsoft Suite products and ERP System (Deltek, Vantagepoint, Quickbooks and CMap preferred).

Strong organizational skills, ability to multitask in a fast-paced environment, and a high level or discretion.

Physical Demands and Work Environment

Normal office environment with moderate noise levels, occasional lifting of up to 25 lbs., regular walking, sitting, bending, twisting, standing and reaching.

Ability to perform consistent work on PC.

Travel may be required.

Location

Preferably Pittsfield, MA but will consider Troy, NY office with occasional travel to MA

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