The Factory NYC · 2 months ago
Office Manager
Brooklyn, New York, United States
Full-time
Onsite
New Grad, Entry Level
$75K/yr - $90K/yrThe Factory NYC is a leading custom fabrication company specializing in innovative solutions for various industries. They are seeking an organized and detail-oriented Office Manager to manage daily administrative operations, coordinate billing and accounting, and support project documentation.
ArtGraphic DesignPrinting
Responsibilities
Provide direct support to Executives and departmental leadership on daily tasks and initiatives
Maintain company-wide calendars, including staff milestones, benefits, and meetings
Prepare internal reports, meeting documentation, and client-facing communications
Organize and manage digital files and records within Google Drive
Review employee schedules and timekeeping data daily to support accurate payroll records
Coordinate and process project-related insurance certificates as required
Perform other duties as assigned to support business operations
Support the Administrative Director in generating and sending invoices to clients based on project milestones and final deliveries
Track accounts receivable and accounts payable, follow up on outstanding payments, and liaise with the finance team
Initiate any Project closeout reports based on established policies and procedures
Maintain detailed records of billing activities, P&L reporting, and client correspondence
Review contracts, estimates, and purchase orders to ensure accurate billing
Maintain client billing schedules and coordinate project-specific invoicing requirements
Process billing adjustments, credits, and reconciliations as needed
Support collection efforts for outstanding invoices
Process vendor payments via credit cards and ACH
Follow payroll processing workflows and execute them as needed
Manage employee reimbursements, petty cash, and company purchases reconciliation
Maintain well-organized financial records related to company and project expenses
Qualification
Required
Strong organizational skills and a keen attention to detail
Experience with invoicing systems and basic accounting processes
Proficiency with Google Workspace (Docs, Sheets, Drive, Calendar) and familiarity with QuickBooks or similar invoicing software
Strong written and verbal communication skills
Ability to multitask and manage competing priorities in a fast-moving environment
Comfortable in a hands-on, fabrication/warehouse-adjacent workspace
Preferred
Proficiency in ADP payroll processing is a plus
Interest in design, fabrication, or production industries is a plus
Experience or interest in Social Media Management is a plus
Benefits
Percentage stipend for Health, Dental, and Vision Insurance Plans
Paid Time Off
Savings Incentive Match Plan for Employees
Company
The Factory NYC
The Factory NYC is a full-service fabricator that specializes in rapid fabrication for social distancing solutions and emergency services.
Founded in 2013
11-50 employees
Funding
Current Stage
Early StageLeadership Team
L
Louie Hinnen
Co-Founder
Company data provided by crunchbase