Virtual Office Manager

By November 11, 2020April 22nd, 2021No Comments
Job Summary

The Virtual Office Manager is a self driven, energetic, detail-oriented professional who thrives by wearing multiple hats and staying very active and productive. Experienced in handling a wide range of administrative and executive support activities and is able to work independently with little or no supervision. This individual is well organized, flexible, adaptable, and resourceful while facing administrative challenges. They will have the ability to manage change under pressure, and support a virtual office of diverse people.

The Virtual Office Manager will manage, organize, and coordinate all relevant virtual office activities, and procedures in order to ensure organizational effectiveness and efficiency. They are responsible for streamlining administrative procedures, facilitating human resource activities, performing basic bookkeeping tasks, and providing general support to the organization.

Who You Are
Are you a hard-working, driven, highly detailed professional who is able to undertake a variety of office management responsibilities? Do you take pride in organizing, coordinating, and collaborating in order to make teams more efficient and effective? Are you looking to support a talented and emerging technology team while interacting with a variety of high quality people? Are you resourceful and energized by challenging assignments and resilient in seeking solutions? If that resonates with you, you just might be the person to enhance and enrich the I-ology family!
Minimum Qualifications
  • 4-6 years in administration, accounting, and/or finance
  • Office administration & coordination experience
  • College degree in Accounting, Finance, and/or Management
  • Excellent Google Suite skills, or equivalent
  • Superb organization skills
  • Highly detail oriented
  • Excellent written and verbal communication skills
  • Friendly and outgoing
  • Self-directed & self-motivated
  • Vendor and contract management experience, a plus
  • Human Resources experience, a plus
  • Full-time or part-time
  • Location: Anywhere within the US (willing to work MST/Arizona hours)
Position Responsibilities

Virtual Office Administration

  • Monitor record keeping systems and ensure they are maintained and adhered to
  • Manage executives’ schedules, calendars and appointments
  • Execute procedures for record protection, retention, record disposal, and retrieval, establish any necessary procedures
  • Ensure security, integrity and confidentiality of data
  • Prepare executive reports and presentations as directed by leadership team
  • Organize and coordinate meetings and appointments for team
  • Assist in creating presentations, documentation, and other needed artifacts for team members
  • Taking meeting minutes, documenting relevant action items and following up on action items
  • Special projects, as assigned

Vendor Management

  • Manage relationships with vendors, service providers and office space management, ensuring that agreements are well managed, understood, and applicable items are accurately invoiced and processed efficiently
  • Manage contract and price negotiations with office vendors, and applicable service providers
  • Lead person for maintenance, mailing, shipping, supplies, equipment, bills and errands


  • Manage Accounts Payable and Account Receivables activities to ensure positive cash flow to business
  • Monitor, maintain, and manage monthly recurring expenses, as necessary
  • Oversee daily and weekly cash flow activities as directed by CEO
  • Responsible for reporting financial metrics, planning expenditures, analyzing variances, and communicating critical information to leadership team

Human Resources

  • Assist leadership team in managing internal staff relations
  • Coordinate new employee orientation, and lead elements of onboarding activities
  • Oversee the planning and execution of company events
  • Assist in scheduling employee performance reviews
  • Coordinate bi-yearly employee feedback surveys
  • Lead recruiting efforts for open positions and coordinate recruiting activities to assist in filling new roles

Any and all duties & responsibilities as directed by the leadership team.