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Here at Brilliant Metrics, we believe every day is an opportunity to be better - for our team, for our clients and for marketers everywhere. If you want to move forward while helping others break through to the next level, this is the place for you.

What does the Brilliant Metrics office manager do?

Your mission as the office manager at Brilliant Metrics is to be the driving force behind a positive and collaborative virtual work environment. Building upon your extensive experience in virtual settings, you will leverage your expertise to streamline administrative processes, manage finances and maintain a secure IT infrastructure. By embodying our company values and leading by example, you will cultivate a culture of seamless operations, strong team collaboration and exceptional support for our virtual team. Your key success measures will include fostering a sense of belonging and engagement, promoting effective communication and trust-building and consistently delivering outstanding support to our team, along with ensuring we never worry about governmental fines, penalties or notices of noncompliance. Together, we will thrive in the dynamic digital marketing industry and achieve remarkable results for our clients.

As the office manager at Brilliant Metrics, your purpose is to be the superhero behind our virtual team, ensuring smooth operations and supercharging productivity. You'll be the ultimate multitasker, managing accounts payable/receivable, overseeing payroll and HR functions and keeping our IT infrastructure running like a well-oiled machine. With your expertise, organizational wizardry and collaborative mindset, you'll create a work environment where our team can shine and deliver exceptional digital marketing solutions. By juggling tasks with finesse and empowering our virtual team, you'll play a pivotal role in our success and growth. Together, we'll conquer the digital marketing world and achieve remarkable results for our clients.

Duties & Responsibilities

Accounts Payable / Accounts Receivable

Invoice Processing: Review and verify invoices for accuracy, completeness and adherence to company policies using internal, proprietary tool.
Payment Processing: Ensure timely and accurate payment processing to vendors and suppliers. Prepare and issue payments through checks, electronic transfers or other designated payment methods.
Vendor Management: Maintain positive relationships with vendors, address inquiries or discrepancies and resolve payment-related issues promptly.
Expense Reconciliation: Reconcile vendor statements with accounts payable records, identify and resolve discrepancies to ensure accurate financial reporting.
Internal Controls: Implement and maintain internal control procedures to safeguard company assets and ensure compliance with financial regulations. This may include verifying approvals, maintaining proper documentation and adhering to established policies.
Journal Entries: Record necessary journal entries related to accounts payable, such as accruals, expense allocations, and vendor adjustments.
Financial Reporting: Collaborate with the accounting team to ensure accurate and timely financial reporting.
Tax & Revenue Reporting: Calculate, submit reports for and pay sales-&-use tax in all necessary states. Ensure compliance with all states Department of Revenue.

Human Resources

Payroll Processing: You'll handle the payroll process from start to finish, ensuring accurate and timely payments to our dedicated team. This includes gathering and verifying employee timesheets, calculating wages and deductions, and generating paychecks or direct deposits.
Benefits Administration: You'll be the go-to person for employee benefits, managing enrollments, changes, and terminations. You'll collaborate with external vendors to ensure that our employees have access to the best possible benefits options.
Compliance and Documentation: Keeping up with ever-changing payroll laws and regulations will be a part of your responsibility. You'll ensure that all payroll-related activities comply with relevant legal requirements and maintain accurate records for audits and reporting.
Employee Inquiries and Issue Resolution: As the payroll guru, you'll address employee inquiries regarding their pay, deductions, and tax-related matters. You'll also handle any payroll-related discrepancies or issues with the utmost care and confidentiality.
Continuous Improvement: You'll be encouraged to identify opportunities for process improvements and implement best practices to enhance the efficiency and effectiveness of our payroll operations.
Recruitment: Using a tried and true recruiting process, you will conduct initial screenings and assessments to evaluate candidate qualifications and cultural fit. Coordinate interview logistics, gather feedback from hiring teams, provide constructive feedback to candidates, manage the offer and onboarding process, and maintain accurate records using applicant tracking systems.

Equipment Ordering and Inventory Management: Research, select and order computer equipment, peripherals and software necessary for the virtual office to continue smooth operation. Maintain an inventory of IT assets, track purchases and ensure proper asset management.
IT Vendor Management: Collaborate with external IT vendors for larger issues, system updates, network management or specialized support. Coordinate vendor activities, ensure service level agreements are met and resolve any vendor-related issues or escalations.
Security and Data Protection: Assist in maintaining data security and privacy measures within the office. Implement and enforce IT policies, such as password management, data backup procedures and antivirus software updates. Educate team members about best practices for data protection and cybersecurity awareness.
Technology Procurement and Budgeting: Assist in the evaluation and procurement of IT solutions, software licenses and services. Keep IT expenditures aligned with budgetary guidelines and optimize cost-effectiveness in technology investments.
IT Asset Lifecycle Management: Manage the entire lifecycle of IT assets, including tracking warranties, repairs and equipment disposal or recycling. Coordinate with vendors or IT service providers for repairs, maintenance and equipment upgrades.
IT Documentation and Training: Document IT procedures, troubleshooting guides and maintain an up-to-date knowledge base to support users and ensure consistent IT support. Conduct training sessions or workshops for employees on basic IT usage, security practices or new software implementations.
IT Policy Compliance: Ensure compliance with IT policies, procedures and regulatory requirements, such as data privacy regulations or industry-specific compliance standards. Assist in IT audits and implementing necessary remediation measures.
IT Project Support: Assist in IT-related projects, such as system upgrades, software implementations or infrastructure enhancements. Collaborate with IT teams or external consultants to ensure successful project delivery.

General Team Support

Administrative Assistance: Provide administrative support to team members, including managing calendars, scheduling meetings and coordinating travel arrangements. Assist with document preparation, data entry and maintaining organized electronic and physical files.

Communication Management: Facilitate effective communication within the team by managing emails, answering phone calls and responding to inquiries. Serve as a point of contact for internal and external stakeholders, ensuring timely and professional communication.

Virtual Meeting Coordination: Organize and coordinate virtual meetings and conference calls. Set up video conferencing platforms, send meeting invitations and manage technical aspects to ensure smooth and efficient virtual collaborations.

Team Collaboration Support: Facilitate team collaboration and workflow by managing shared documents, folders and project management tools. Assist with file sharing, version control and ensuring team members have access to necessary resources.

Document Creation and Editing: Assist in creating, formatting and editing documents, presentations and reports. Ensure consistency in branding, style and formatting guidelines. Proofread and edit content for accuracy and clarity.

Information Management: Collect, organize, and disseminate information relevant to team projects and initiatives. Conduct research, compile data, and prepare summaries or reports as needed.

Event and Project Support: Assist in planning and coordinating both in-person and virtual team events, workshops or special projects. Manage logistics, coordinate with vendors and provide on-site or virtual support du
Brilliant Metrics, Inc.

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What does the Brilliant Metrics office manager do?

Duties & Responsibilities