Office Manager & Bookkeeper

JOB DESCRIPTION
Job Title: Office Manager & Bookkeeper
Position Reports To: Executive Director, Date Written: 9/2023
Chestnut Hill Business District
Shift: Full-time Employment Classification: Exempt
Salary/Pay Grade: Salary commensurate with experience

Job Summary:
An integral part of the Chestnut Hill Business District team, the Office Manager & Bookkeeper is responsible for, day to day bookkeeping and financial management of multiple organizations under the Business District umbrella including the Chestnut Hill Business Association, Chestnut Hill Business Improvement District, Chestnut Hill Community Development Corporation, Chestnut Hill Garden District Fund, and Chestnut Hill Parking Foundation. Duties include billing, deposits, payments, bookkeeping, payroll, and collections. In addition, the Office Manager performs administrative functions and office management duties.
This position supports the Executive Director and Director of Operations and will assist with special event administration. Additional duties as assigned.

Essential Job Duties and Responsibilities
Bookkeeping Functions:
1. Manage all billing of membership dues, fees, Business Improvement District assessments, sponsorships, and other accounts payable.
2. Manage payment of bills and fees to vendors. Enforce the corporation’s late payment policies through monthly reviews of accounts and collections follow-up with goal of maintaining a 96% collection rate or better.
3. Manage office payroll including new employee setup and changes and bi-monthly payroll processing.
4. Maintain and reconcile all bank, investment, and credit accounts; manage/predict cash flow. Work with the Executive Director and Executive Committee of the Board of Directors to monitor allocation of funds in appropriate accounts.
5. Maintain the corporations’ insurance policies. Conduct an annual review on policies and seek consolidation of policies when possible.
6. Compile monthly financial reports.
7. Ensure compliance with all state regulations for 501(c)3 and 501(c)6 organizations; maintain sales tax exemption status and paperwork.
8. Work with the corporations’ accountant to ensure correct and timely filing of corporate tax returns and other required documents.
9. In collaboration with the Executive Director, develop and enforce policies to ensure proper use of financial instruments and security of the corporation’s financial information.
10. Maintain hard copy and electronic filing systems for financial reports and documents.
11. Ensure compliance with SEP IRA requirements.

Administrative Functions:
1. Provides clerical support when needed to assist staff with assigned administrative duties such as answering phones, sorting and distributing mail, and preparing documents.
2. Maintains Insurance policies and procedures
3. Ensures compliance with all city, state and local guidelines, laws and regulations.
4. Oversees petty cash fund.
5. Maintains inventory of office supplies; orders new supplies as needed.
6. Maintains office files; implements an efficient system for other staff to access files and records.
7. Performs other related duties as assigned.
General Office Functions:
1. Provide customer service to the constituents of the Chestnut Hill Business District, answering general inquiries by phone and in person.
2. Provide member services support as appropriate.
Essential Qualifications, Knowledge, Skills, and Abilities Required for the Position
Knowledge of:
▪ Knowledge and proficiency in QuickBooks, Microsoft Excel, Microsoft Word is required. Previous experience in bookkeeping or accounting is required. Completion of college coursework in accounting is preferred. Experience with office management duties.
Skills:
▪ Skill and sensitivity in interpersonal relations, including high level of discretion.
▪ Excellent verbal and computer skills necessary.
▪ Customer service skills
▪ Experience working with small businesses or non-profits is a plus
Ability to:
▪ Evening and weekend work may be required.
▪ Articulate the mission of the Chestnut Hill Business District.
▪ Handle multiple tasks with efficiency and aplomb.
▪ Ability to use fingers and hands to operate department equipment, including telephone, computer/photocopier will be used to complete job duties.
▪ Ability to bend frequently, using back and knees, lift between five (5) and ten (10) pounds, and minimal physical effort required for standing, walking, or climbing.
▪ Be tactful, personable, and affable, be a team player, be flexible and adaptable.
▪ Articulate the mission of the Chestnut Hill Business District.
Credentials and Experience Required
▪ High School or equivalent.
▪ Associate or Bachelor’s Degree required.
Please submit Resume and Cover Letter to:
By Email: koneill@chestnuthillpa.com
By Mail: Chestnut Hill Business District, 8514 Germantown Avenue, Philadelphia, PA 19118

• Please contact: koneill@chestnuthillpa.com

Full time Maintenance Worker

LOCAL COMPANY

Looking for a full-time maintenance worker.

No experience required.  Pay = Experience.

Send message to: inquiry19118@gmail.com

or call:  215-247-5700 to apply.

• Call: 215-247-5700

Office Manager

Northworks Architects

Office Manager

Northworks is a young, energetic, national architecture firm founded by the inspiration and shared passion for the built world. We are seeking a full-time or part-time Office Manager / Administrative Assistant in our growing Philadelphia Studio. This is an opportunity to be part of a budding creative firm with a diverse project base across the country.

Requirements

• 2-4 years of office experience, within in a design-based setting.
• College degree (design, marketing, and/or communications field a plus).
• Excellent customer service, organizational, and communication skills, and strict attention to detail
• Proficiency in Microsoft Excel, Word, Outlook and Teams. Experience with Adobe Suite preferred, but not required.
• Excellent interpersonal skills; ability to work with both peers and firm management.
• Ability to work independently, as well as within cross-functional teams in a collaborative, professional environment.
• Experience with marketing and social media is a plus.
• Transportation required.

Responsibilities

• Greet and engage with all clients and visitors in a professional and friendly manner.
• Keep the office running smoothly and efficiently – manage and oversee equipment, supplies, systems, and overall appearance of studio.
• Create, format, and share documents, templates and business correspondences using Microsoft Office products.
• Schedule meetings, manage emails, and coordinate calendars.
• Coordinate and plan studio events and team outings.
• Candidates with design aspirations will have the opportunity to help designers with presentation boards, the materials library, and marketing.

Competitive salary commensurate with experience. NWKS offers a 401k with match, health insurance, holidays, and PTO.

To apply, send resume and cover letter to employment@nwks.com with the subject ‘Philadelphia – Office Manager’.

Studio Coordinator

Northworks is a young, energetic, national architecture firm founded by the inspiration and shared passion for the built
world. We are seeking a full-time Studio Coordinator in our growing Philadelphia location. This is an opportunity to be part
of a young, creative firm with a diverse project base across the country.
As Studio Coordinator, you will provide day-to-day administrative and operational support to our team of designers. You’re
at the center of our studio’s activities, and act as an ambassador for our location, and as a liaison between our team,
community, clients, and trade partners.

This role requires the ability to take ownership over facilities and studio operations with a high level of initiative and follow-
through, ability to prioritize and problem solve, and excellent communication skills.

Responsibilities
• Support studio staff with all administrative needs including scheduling meetings, answer phones, and make travel
arrangements.
• Greet and engage with all clients and visitors in a professional and friendly manner.
• Keep the office running smoothly and efficiently – manage and oversee equipment, supplies, systems, and overall
appearance of studio.
• Create, format, and share documents, templates and business correspondence using Microsoft Office products.
• Schedule meetings, manage emails, coordinate calendars, track budgets.
• Act as point of contact for building management, custodial services, vendors, and contractors.
• Coordinate and engage in studio events, team outings, retreats, and celebrations.
• Provide support to the Marketing team as needed.
Requirements
• 3-5 years of office experience, preferably within in a design-based setting.
• College degree (design, marketing, and/or communications field a plus).
• Excellent customer service, organizational, and communication skills, and strict attention to detail.
• Proficiency in Microsoft Office and Adobe Suite.
• Experience with marketing and social media is a plus.
• Transportation required.
Competitive salary commensurate with experience. NWKS offers a 401k with match, health insurance, holidays, and PTO.
To apply, send resume and cover letter to employment@nwks.com with the subject ‘Philadelphia – Studio Coordinator’.

• Please contact: employment@nwks.com

Showroom Concierge

Showroom Concierge
Focus
To exhibit Garden State Tile’s Cultural Core Standards in all duties, as detailed in the Showroom Concierge job description: Responsible to meet, greet and qualify showroom clients. Responsible for client support and team support. Responsible for providing effective, accurate and timely customer service for all internal and external customers as well as team members. Communicate effectively and assist team members as needed to achieve operational and company goals. When necessary, assume any position as needed and/or directed to achieve company’s daily output needs.
Job Responsibilities
• Meet, greet, and qualify every showroom client resulting in introduction to Design Consultant or making an appoint for a future time.
• Answer the phone and provide any customer service regarding appointment, order status, deliveries and payments.
• Run weekly open report and make any final delivery or payment arrangements.
• Assist the Design Sales Consultants with appointments and follow up.
• Manage the showroom Merchandising, Sample Library, and Sale Stickers.
• Complete daily closing reporting.
• Organize and order all office and cleaning supplies for showroom.
• Coordinate any facilities issues with corporate office.
• Attend any necessary training session including those outside of your home branch.
• Provide extreme customer service to every client.
• Continually educate yourself on our products and our company using the GST website and launch documents.

• Please contact: vhutchinson@gstile.com

Bridal Sales Associate

Kimberly James Bridal needs a sales associate.  Please apply to kimberly@kimberlyjamesbridal.com

Showroom Coordinator

All details can be found HERE

Part Time Help

• Please contact: sales@bredenbecks.com
• Call: 215-247-7374

Gallery Associate

Gravers Lane Gallery is looking for a part-time (4 days/week) multi-functional professional to join our team as a Gallery Associate. We are looking for candidates with a love for the arts (in particular contemporary studio craft), strong organizational and computer skills. Candidates with sales experience and who can make customers feel welcome in our store will stand out. The position involves direct sales to the public, assisting the gallery director, inventory and estore management, retail displays, marketing, exhibition organization, event planning, shipping, and tasks associated with gallery maintenance. Candidates will help ensure the gallery maintains its world class reputation and financial performance. A background in art, sales, and familiarity with inventory management is essential. Weekend and evening hours will be required.

Read the complete description HERE

• Please contact: info@graverslanegallery.com

Part time Receptionist

10-$15 per hour.
Answer the Phone & take appointments with SalonBiz online appointment book using iMac computer.  Experience with Online booking software is a plus.
Part Time.  25 Hours a week
Must be customer service oriented and dress neatly.

Call Dan 215 285-9560 or Ana 267 475-4888

• Call: 215 285-9560

Full-time Counter Worker

The Night Kitchen Bakery and Cafe is seeking full time counter workers. Duties include serving customers, making coffee drinks, carrying cakes to customer’s cars and providing exceptional customer service.

Barista experience is a plus and 1 to 2 years experience in an upscale cafe, bakery or coffee shop is required.

We are looking for hard workers who love making people happy!

Job Types: Full-time, Part-time

Pay: $12.00 – $15.00 per hour

• Please contact: Info@NightKitchenBakery.com
• Call: 215-248-9235

Host and Server

Both positions are immediately available!

Apply in person at Chestnut Grill 8299 Germantown Avenue

Decorator

Bredenbeck’s Bakery is looking for one more talented decorator to join our awesome team. We are looking for a highly creative individual with a strong work ethic. Must be a team player! If you have experience and are looking for a change, then send us your resume and portfolio. The decorator must be skilled at both piping on wedding cakes and/or comfortable with doing drawings on cakes. Also, must be an expert in fondant. Please send your information to sales@bredenbecks.com.

Kitchen Manager

If you’re ready to join a happy workspace fast paced and you love food, then you’re our person.

Now Hiring Kitchen Manager full time -weekends must- Busy café chestnut hill- Salary- Benefits- no evenings this is a daytime position .

Baker street Bread co -email bakerycafe@bakerstreetbread.com

215-248-2500 ext 3 ask for Katie

• Please contact: bakerycafe@bakerstreetbread.com
• Call: 215-248-2500 ext 3

Front of house Barista

Baker Street bread now hiring Front of house Barista’s . Weekends a must. Part time or full-time hours available , Outgoing friendly faces needed.

Stop by and ask for Diane or Katie, or call 215-248-2500

Kitchen Full Time

Kitchen – full time / part time weekends must . Busy café – Good hourly rate.

Stop by and ask for Katie or Anna

8009 Germantown avenue -215-248-2500

Full-Time Design Consultant

Check out this job at Summer Classics:

Full-Time Design Consultant at Summer Classic  Home Chestnut Hill

https://workforcenow.adp.com/mascsr/default/mdf/recruitment/recruitment.html?cid=50ebad87-fc82-464e-91d1-fa1244aeb526&ccId=19000101_000001&jobId=479657&source=CC2&lang=en_US

Retail Assistant Store Manager

Check out this job at Summer Classics: Retail Assistant Store Manager
https://www.linkedin.com/jobs/view/2437006852

Orthodontic Assistant and Dental Office Manager

Orthodontic Assistant

We are looking for a competent orthodontic assistant who will make the orthodontist’s office more efficient and pleasant for patients. You’ll ensure excellent customer service and lift basic dental tasks off the orthodontist’s shoulders. Orthodontic assistants should be well-organized with great attention to detail. You should be able to follow instructions and respect dental office regulations. We want you to be skilled in providing direct or indirect patient care and able to make office procedures as smooth as possible. Being a team player is essential.

Dental office manager

We are now hiring a full-time office manager for our orthodontic and pediatric dental office! Our doctors are a husband and wife team, and we strive to create a family atmosphere throughout the practice. Our office is state-of-the-art with modern technology. To be successful, you should have a pleasant personality, as this is also a customer service role. Multitasking and stress management skills are essential for this position. The office manager will ensure that the front desk team welcomes patients positively, and executes all administrative tasks to the highest quality standards. Responsibilities include greeting and scheduling patients, verifying dental insurance, collecting estimated co-pays and filing dental insurance claims. The office manager will also coordinate the schedules of dental assistants to help the practice run smoothly.  Experience preferred, but we are happy to train the right candidate.

Email a resume and cover letter to tothsmiles@gmail.com

• Please contact: tothsmiles@gmail.com

Servers, Bartenders, Server Assistants, Food Runners, Bussers, Hosts, Expeditors, Line Cooks and Pizza Makers- Part Time and Full Time

Do You Love Craft Beer, Wood-Fired Pizza, and Dogs as Much as We Do?

Come join our awesome fun-loving team in Chestnut Hill, PA, Philadelphia!

We are ready to grow and teach our team to be more amazing than ever! We are looking to add YOU to our team!

Are you someone who loves our community? Loves working with others?  Loves working in a fast paced, friendly environment?   We want you!

The Chestnut Hill Brewing Company Perks

1. You get to work in a fun & positive environment.
2. You get continuous training and learning not only for the restaurant, but personal growth as well.
3. You will have opportunities for advancement.

Who we’re looking for to be on our team!

1. You are a person who loves to work as a team with others.
2. You love to work with guests and helping them feel welcome.
3. You are a person who can work in a high paced environment.
4. You are a person who likes to keep a clean and organized work area.
5. You are a person who can follow instruction and written instruction (like checklists and recipes).

What requirements will be expected

1. You will come to work with a good attitude and ready to work with the team.

About Chestnut Hill Brewing Company

We are a locally, family- owned hip & cool craft brewery, that is heavily community involved.

We believe in high-quality & fresh ingredients. We make our own craft beer on site, wood-fired pizza, and vegan-friendly pub fare-everything fresh daily!

We also believe in the team concept and working together! We completely believe that Chestnut Hill Brewing Company wouldn’t be what it is today without an amazing team! One team!

We are offering opportunities (part time and full time) for Servers, Bartenders, Server Assistants, Food Runners, Bussers, Hosts, Expeditors, Line Cooks and Pizza Makers to join our Guest Services and Culinary Teams!

Contact Lindsey Pete

• Please contact: lindsey@chbrewing.com

Pet Industry Retail & Administrative Specialist

Pet Industry Retail & Administrative Specialist

Part Time to Full Time

Queenie’s Pets is a dynamic workplace that Makes the Lives of Pets and Their Humans Better from every direction we take. With a brick and mortar store, an online store and delivery service, as well as our busy professional dogwalking and pet sitting service (and a pet wellness center in construction opening in 2024), our workplace is always bustling with a million things happening!

And we need INCREDIBLE, motivated, energetic and inspired team members to join us in continuing to expand our reach with excitement and passion!

We are seeking a new team member who will be both a retail associate, customer-facing in the shop, as well as an organization whiz behind-the-scenes, operating as a support to management.

Experience in and/or knowledge of the pet industry is required, and administrative experience is a bonus. 

Ability to multi-task with the utmost attention to detail, whilst still maintaining a smile is a must.

Strong preference for living in our zip code or within no more than a 15 minutes’ drive thereof. Applicants living farther than 30 minutes’ drive will not be considered.

A retail associate with administrative duties typically combines customer service responsibilities with administrative tasks to ensure the smooth operation of a retail establishment. Here’s an overview of the role and some common responsibilities:

1. Customer Service: As a retail associate, you’ll interact with customers, addressing their inquiries, providing product information, and ensuring a positive shopping experience. This may involve assisting customers in finding items, handling returns or exchanges, and processing sales transactions.
2. Administrative Tasks: In addition to customer service, you’ll handle various administrative duties to support the store’s operations. These may include:
   • Managing Inventory: Keeping track of stock levels, monitoring merchandise availability, and coordinating with the inventory team to restock products when needed.
   • Order Processing: Assisting customers with placing orders, verifying product availability, and processing online or phone orders.
   • Cash Handling: Managing cash registers, handling cash transactions, processing credit card payments, and reconciling daily sales.
   • Data Entry: Inputting and updating information in computer systems, such as customer details, inventory data, or sales records.
   • Reporting: Compiling and generating reports on sales, inventory, or customer feedback for management analysis.
   • Scheduling and Coordination: Assisting in scheduling employee shifts, coordinating with other departments or team members, and ensuring smooth communication within the store.
   • Administrative Support: Providing general administrative support to the store manager or other team members, such as answering phone calls, responding to emails, and organizing documents or files.
3. Visual Merchandising: Participating in maintaining the store’s visual appearance by organizing and arranging merchandise displays, ensuring proper signage, and keeping the store clean and organized.
4. Product Knowledge: Staying updated on product features, specifications, and promotions to effectively assist customers and provide accurate information.

Overall, a retail associate with administrative duties plays a vital role in customer service while also supporting the store’s administrative and operational functions. The specific tasks may vary depending on the size and type of retail establishment.

Strong preference for applicant to have a driver’s license and vehicle, though not a requirement.

MT. AIRY LEARNING TREE SEEKS NEW PROGRAM ADMINISTRATOR and EDUCATION ADMINISTRATOR

MT AIRY LEARNING TREE IS HIRING!

MALT SEEKS NEW PROGRAM ADMINISTRATOR

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Mt. Airy Learning Tree is a 501(c)(3) non-profit dedicated to building community by providing shared learning opportunities throughout Mt. Airy and the surrounding area. Founded in 1981, MALT offers over 750 affordable community-based courses each year. In the spirit of “neighbors teaching neighbors,” we bring together people from diverse backgrounds to learn, share, have fun and connect.

———————

MT. AIRY LEARNING TREE SEEKS NEW PROGRAM ADMINISTRATOR

The Program Administrator is an integral member of our small staff team. The PA is the primary liaison with all MALT instructors, making sure teachers have what they need to start and run their classes. The PA is also the staff contact for our course locations throughout the term.  The PA assists with the creation of the course catalog, answers the phone and emails to register students for courses, and assists with problem-solving as issues arise. The Program Administrator is the team’s technical lead and is supervised by the Executive Director.

This is a part-time, 27.5 hr/week position. The ideal candidate will work well in a collaborative atmosphere, be computer savvy, and have a demonstrated commitment to community, lifelong learning, and building relationships. MALT values diversity, sustainability, community, and collaboration. We are seeking someone who shares these core values to bring vision and energy to this beloved local organization.

Essential Skills and Experience: strong customer service, computer and database management experience, and the ability to work independently and problem solve. A meticulous attention to detail is required. Familiarity with google suite, and Excel preferred. Basic knowledge of Quickbooks is a bonus.

Salary is $27,000 to $28,500 commensurate with experience, generous paid vacation, no benefits.

CLICK HERE FOR FULL LIST OF JOB RESPONSIBILITIES

Interested applicants please forward resume and cover letter to:janet@mtairylearningtree.org with subject line: ‘Program Administrator’

• Please contact: janet@mtairylearningtree.org

Customer Service Assistant

Bird In Hand Consignment Shop

Is a delightful non-profit consignment shop in the heart of Chestnut Hill, Pennsylvania.  Staffed by a volunteer board, proceeds of the Bird are distributed to other non-profit organizations in the community for both physical improvements and social needs. It’s the perfect place to search for small furniture items, art, collectibles, china, crystal, silver, and more.

*Looking for a career that combines your passion for beautiful items, strong work ethic, and creative drive?

Customer Service Assistant

We seek an energetic, creative customer service assistant who loves working with people. If you are team oriented, self-motivated, with an eye for home décor and furnishings we are looking for you.

For Details Go HERE

Schedule Requirements:

Part time position, with a week including Tuesday through Saturday. Work hours are 10:00 am to 5:00 pm

• Please contact: birdinhandconsignmentshop@gmail.com