Office Manager

Overview

You’re the kind of person who brings clarity, structure, and calm to complex, fast-moving environments. You see how all the pieces of a business fit together, and you take pride in making sure they work smoothly, efficiently, and with intention. Highly organized and detail-oriented, you balance strong operational judgment with a service mindset, ensuring people, processes, and systems are set up for success.

You’re comfortable handling sensitive financial and people-related information, thrive on problem-solving, and know how to anticipate needs before they become issues. Excited by creative environments that encourage curiosity and adaptability, you take pride in empowering a small business to punch above its weight class in every way.

The Operations & Administration Lead supports the day-to-day operations of Prismatic across finance, people administration, and office management. This role partners with leadership and teams to maintain accurate processes, coordinated systems, and reliable operations that enable creative and client-facing work to move forward with confidence.

• At least 4 years of progressive experience in operations, business administration, office management, or a related role within a small-to-mid-sized business environment
• Experience in a creative agency and/or professional services firm is preferred
• Demonstrated experience managing day-to-day business operations, including a combination of:
• Accounting and financial administration (AR/AP, payroll coordination, expense tracking, reconciliations)
• Vendor management and contract administration
• Facilities or office operations in a predominantly in-office environment
• People operations support (benefits administration, onboarding/offboarding, PTO tracking)
• Hands-on experience with Quick Books or similar accounting platforms and payroll systems, with a clear understanding of financial accuracy, confidentiality, controls, AR, AP, general ledgers, financial reporting, and account reconciliation
• Experience supporting executive leadership and cross-functional teams, with the ability to manage competing priorities and shifting deadlines
• Microsoft Office, including Word, Excel, and Power Point
• Dropbox
• Slack
• Video and teleconferencing platforms (Zoom, Teams, etc.)

Role + Responsibilities:

• Provide oversight of and perform accounting duties, including managing receivables, making bank deposits, handling checks, wires, year-end adjustments, reporting, and legacy information
• Ensure organized, accurate, and consistent management of payroll
• Manage benefits administration, including new hire resources, stipends, and PTO balances
• Onboarding and offboarding support, including equipment sourcing and system access
• Timely management of Prismatic licenses and contracts, including but not limited to business licenses, the building lease, insurance, required client contract certificates, and WBE renewals
• Orchestrate facility management, including communicating and handling maintenance and activities related to the leased premises
• General office organization and management, including deliveries, mail, stocking supplies, overseeing cleanliness, etc.
• Prepare office space, common areas, and refreshments for hosting events, meetings, visitors, and presentations
• Coordinate inbound communications management to respective team members via telephone, email, and visitors
• Prepare supporting content for project proposals and RFPs, including team bios, references, required forms, cover letters, etc
• Business administrative support, including research, presentation aid, scheduling, and project task mapping and setup
• Coordination and management of external project vendors/contributor’s contracts, forms, and payment.
• Coordinate with Leadership on client engagement initiatives, including supply replenishment, handwriting cards to clients, prepping and mailing packages, and orchestrating deliveries
• Help create and participate in team-building activities and events that drive engagement, connection, and cohesion
• Manage and track time effectively, and give accurate assessments of the workload and the time required to complete tasks
• Maintain clean, well-organized files that can be handed off…