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Business Office Manager
Job Description
Our Non-profit client is seeking an experienced Business Manager to lead day-to-day office operations and manage organizational finances. This hands-on leadership role oversees administrative staff, supports internal systems and technologies, and works closely with the Executive Director to ensure fiscal accountability and smooth office function.
- Collaborate with program directors to implement consistent operational procedures across departments.
- Oversee all ordering, inventory, and building maintenance needs.
- Support HR functions including onboarding/offboarding, tax and benefit processing, personnel file maintenance, and occasional mediations.
- Maintain administrative compliance and ensure smooth day-to-day workflows.
- Prepare and analyze financial reports and budgets in partnership with the Executive Director.
- Submit and review billing via the Commonwealth’s EIM/ESM system; ensure adherence to contract and billing regulations.
- Coordinate with external accountants on monthly billing and administrative rate review.
- Process payroll through PayChex, including reimbursements, mileage, and benefits management.
- Train and assist staff in using internal systems and technologies.
- Preference for candidates with working knowledge of: SharePoint, QuickBooks, Excel, Word, and Adobe.
- 2+ years in office or finance management, preferably in a nonprofit environment.
- Strong knowledge of QuickBooks, PayChex, and Microsoft Office Suite.
- Familiarity with contract billing systems (EIM/ESM) and nonprofit fiscal regulations a plus.
- Excellent leadership, organizational, and interpersonal skills.
- Commitment to the organization's mission of serving individuals with disabilities.
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Key Responsibilities
Office Operations & Administration
- Supervise and support reception and business office staff (2–5 employees).- Collaborate with program directors to implement consistent operational procedures across departments.
- Oversee all ordering, inventory, and building maintenance needs.
- Support HR functions including onboarding/offboarding, tax and benefit processing, personnel file maintenance, and occasional mediations.
- Maintain administrative compliance and ensure smooth day-to-day workflows.
Finance & Budget Management
- Manage financial systems in QuickBooks including accounts payable, reconciliations, petty cash, and monthly contract billings.- Prepare and analyze financial reports and budgets in partnership with the Executive Director.
- Submit and review billing via the Commonwealth’s EIM/ESM system; ensure adherence to contract and billing regulations.
- Coordinate with external accountants on monthly billing and administrative rate review.
- Process payroll through PayChex, including reimbursements, mileage, and benefits management.
Technology & IT Coordination
- Serve as in-house IT support, coordinating with external IT providers and troubleshooting issues for staff.- Train and assist staff in using internal systems and technologies.
- Preference for candidates with working knowledge of: SharePoint, QuickBooks, Excel, Word, and Adobe.
Qualifications
- Bachelor’s degree in Business, Finance, Management, or related field.- 2+ years in office or finance management, preferably in a nonprofit environment.
- Strong knowledge of QuickBooks, PayChex, and Microsoft Office Suite.
- Familiarity with contract billing systems (EIM/ESM) and nonprofit fiscal regulations a plus.
- Excellent leadership, organizational, and interpersonal skills.
- Commitment to the organization's mission of serving individuals with disabilities.
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