Society of Accredited Marine Surveyors

Job Description Job Description We are looking for an enthusiastic and highly organized office manager to join our team in our Orange Park location. Purpose: To maximize organizational efficiency by ensuring the daily operations of the office run smoothly and efficiently. Reporting to: Executive Director & President Key Responsibilities 1. Office Operations Administrative Support: Assist with office operations, phone calls, and client inquiries with high professionalism. Records Management: Maintain accurate, organized electronic and physical filing systems, member records, and vendor invoices. Logistics & Supplies: Oversee office supply inventory, shipping of packages, and maintenance of office equipment. Compliance: Monitor the status of outstanding applications, upgrades and continuing education credits. 2. Financial Management & Bookkeeping Accounts Receivable/Payable: Provide backup support for QuickBooks invoicing and receivables. QuickBooks Management: assist with the maintenance of accurate, real-time bookkeeping, including monthly reconciliations. Payroll & HR: assist the Executive Director with payroll, vendor payment, bill processing and maintenance of personnel files. 3. Communication & Compliance Document Control: Ensure all office documents and records are up-to-date and compliant with SAMS policy standards. 4. Leadership & Coordination Staff Coordination: Supervise administrative support staff and facilitate communication between the office and surveyors. Required Qualifications & Skills Preferred Experience: 3+ years of experience in an Office Manager or Senior Administrative role, preferably in the marine sector (but not necessary). Software Proficiency: Strong proficiency in QuickBooks (required) and Microsoft Office Suite (Excel, Word, Outlook). Technical Skills: Knowledge of accounting principles (AP/AR), payroll processing, and familiarity with data entry systems. Soft Skills: Attention to Detail: Ability to manage complex financial documentation "to the penny". Proactive: Ability to anticipate upcoming needs of the office. Organized: Ability to manage multiple responsibilities and prioritize tasks effectively in a fast-paced environment. Communication: Excellent verbal and written skills for dealing with clients and staff. Education: High School Diploma or GED; bachelor's degree in business or related field is a plus. Office Schedule/Benefits Salary is competitive and commensurate with experience In-office, Monday - Friday 8:00 AM to 5:00 PM One hour lunch, two 10 minutes breaks. Paid Vacation, Health Days, Federal Holidays & Birthday Limited travel to support annual membership meetings and board of director meetings. Company Description We are a small family-oriented office. Company Description We are a small family-oriented office.