We are looking for a bilingual Office Manager to support daily operations for a services firm in San Antonio, Texas. This Contract position is well suited for someone who is highly organized, comfortable working independently, and confident handling administrative coordination, client communication, and financial support tasks. The role will contribute to a smooth office environment while helping leadership maintain efficient workflows and responsive service for clients.
Responsibilities:
- Direct daily administrative activities to keep office operations organized, efficient, and responsive to business needs.
- Coordinate client communications in English and Spanish, ensuring timely follow-up and high-quality service across phone, email, and in-person interactions.
- Monitor receivables, assist with payment follow-up, and support billing-related processes to promote accurate financial records.
- Help facilitate payroll processing, maintain supporting documentation, and work with payroll systems to ensure timely completion of payroll tasks.
- Organize incoming mail, digital files, scanned records, and other documentation while maintaining secure and accurate recordkeeping practices.
- Partner with vendors and service providers to manage office support needs, supplies, and related administrative requests.
- Track priorities and deadlines across office activities so client work and internal deliverables stay on schedule.
- Provide administrative assistance to leadership on special assignments and operational improvement initiatives as needed.
- At least 3 years of experience in office management, administrative management, practice management, or a similar position.
- Fluency in both English and Spanish, including strong verbal and written communication skills.
- Background working in a tax, accounting, legal, financial services, or other services setting is strongly preferred.
- Demonstrated ability to manage multiple responsibilities, stay organized, and meet deadlines with minimal supervision.
- Proficiency with Microsoft Office applications such as Outlook, Word, and Excel.
- Experience supporting accounts receivable, billing, payroll administration, and general office operations.
- Familiarity with QuickBooks, including desktop or online versions, is preferred.
- Experience with payroll platforms and vendor file maintenance is an advantage.