Office Manager - AP and Reception

Posted 2 Days Ago
Be an Early Applicant
Pinellas Park, FL
16-20
3-5 Years Experience
AdTech • Marketing Tech
The Role
The Office Manager will handle accounts payable processes, manage vendor relationships, oversee office facilities, and provide reception support. Responsibilities include reconciling invoices, maintaining financial records, managing office machinery, and ensuring a welcoming environment for visitors.
Summary Generated by Built In

Marketopia is a global premier marketing agency for the tech industry. Our company helps organizations stand out and stay ahead of the curve by optimizing their brand and recognition through lead generation, CRM campaigns, web design, and much more! Our clients consist of numerous MSPs and Technology vendors across the US and the EMEA regions.


We put team first and always look for ways to collaborate and learn from each other. We offer a fast, fun, collaborative environment, a Florida-casual dress code, and First Friday celebrations that include live music, great eats, and lots of laughs.

 

We even have a company mascot — Duke, the world’s greatest golden Labrador, and an office regular.


The tasks of the Accounts Payable & Receptionist will include accounting, facilities, and administrative tasks. This position will be proficient in prioritizing, organizing, and working with little supervision and exercise discretion and independent judgment on tasks related to Accounts Payable and Office Management. They will be self-motivated and trustworthy and have a high level of confidentiality. Accounts Payable & Office Manager ensures the smooth running of our company’s offices and contributes to driving sustainable growth.



Supports the accounting team while providing essential services within the office. This position is integral to the office hierarchy and resolves many issues before they become larger problems.

Essential Functions

  • Accounts Payable – Manages the AP Process for Marketopia LLC and other locations
  • Create new vendors in QuickBooks: Including Management of Taxpayer ID
  • Understand and enter vendor invoices monthly
  • Ensure occasional purchase requisitions are signed and processed
  • Reconcile vendor AP/ prepaid general ledger accounts & subscriptions
  • Recommend ways to reduce expenses/ new vendors/ negotiate rates/ price comparisons
  • Manage credit card and expense Processes
  • Reconcile corporate credit card expenses
  • Conduct, document, and resolve all vendor invoice discrepancies.
  • Be aware of third-party services tied to customer contracts, to prevent overpayment.
  • Maintain company insurance policies on the calendar and prepare renewals
  • Administer Employee Deductions and Cash bonuses
  • Handle sensitive information in a confidential manner
  • Create and update records and databases with financial and other data 

  • Reception - Manages visitors and deliveries to Marketopia LLC
  • Communicate and provide general support to visitors, team members, and other individuals to answer questions, disseminate or explain information, and address complaints.
  • Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
  • Review files, records, and other documents to obtain information to respond to requests.
  • Other duties as assigned

  • Office Management - Manages the Facilities & Vendors for Marketopia LLC and other locations***
  • Ensure contractors are performing services and invoices are accurate
  • Maintenance issue schedule/resolve
  • Coordinate/schedule repairs or maintenance as needed
  • Operate & manage support of office machines such as photocopiers and scanners, facsimile machines, voicemail systems, and personal computers.
  • Communicate and provide general support to visitors, team members, and other individuals to answer questions, disseminate or explain information, and address complaints.
  • Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail.
  • Review files, records, and other documents to obtain information to respond to requests.
  • Run errands such as banking deposits.
  • Maintenance and cleaning of breakroom equipment as needed
  • Maintain supplies inventory replace and order as necessary
  • Submit timely projects and prepare presentations/documents as assigned

Education & experience

  • Must have 3 years of experience in Accounting and/or Accounts Payable
  • Bachelors degree preferred
  • A minimum of 3 years experience with Quickbooks Online required
  • Strong communication skills at all levels of the organization 
  • Must be able to multi-task and work in a dynamic, fast-paced environment 

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Top Skills

Quickbooks
The Company
HQ: Pinellas Park, FL
231 Employees
On-site Workplace
Year Founded: 2014

What We Do

Marketopia—the premier marketing and demand generation agency for the IT channel—helps MSPs, VARs and Vendors accelerate growth. Our smart marketing, appointment setting, sales tools and training, and proven system are based on real-world industry expertise. We help you generate a constant flood of leads, close more deals and drive clear results from every marketing dollar.

Marketopia was founded to provide innovative and powerful marketing and sales solutions for the technology industry. Our firm is uniquely positioned with depth and expertise in the entire IT channel, from software, hardware and cloud vendors to distributors to MSP and VAR resellers.

Our process is based on real world expertise developed while growing a MSP 50% annually without the benefit of outside funding and very little startup capital and experience working with technology distributors and vendors to increase sales.

Marketopia harvested the proven system and team that implemented it and significantly improved it by adding team members versed in marketing for firms like Microsoft, Tech Data and many others to create an approach that leverages vendor-funded campaigns and an enterprise-class technology platform to create a revolutionary approach to outsourced marketing and sales empowerment for technology firms seeking to grow revenue and profit.

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