Office Manager / Bookkeeper
Part-Time, 4 Days per Week
IPAC Consulting
About the Role
IPAC Consulting is looking for a highly organized, detail-oriented Office Manager / Bookkeeper to support the day-to-day operations and financial administration of our growing consulting company.
This role is ideal for someone who is confident managing bookkeeping, invoicing, monthly financial reporting, month-end close, year-end financial processes, administrative systems, and general office coordination. The successful candidate will play an important role in keeping the business organized, financially accurate, and operating smoothly.
The Office Manager / Bookkeeper will be responsible for ensuring financial records are accurate, reporting is completed on time, invoices and payments are properly tracked, and year-end documentation is organized and completed in coordination with the company’s accountant.
Position Details
Position: Office Manager / Bookkeeper
Schedule: 4 days per week
Location: In-office / hybrid, as determined by company needs
Reports to: Director of Operations / Leadership Team
Key Responsibilities
Bookkeeping & Financial Administration
- Prepare, issue, and track client invoices
- Follow up on outstanding invoices and payment status
- Process payments and maintain accurate payment records
- Support monthly billing and recurring client invoicing
- Track accounts receivable and support collections follow-up
- Reconcile payments, deposits, expenses, vendor payments, and credit card transactions
- Maintain organized and accurate financial records
- Monitor subscriptions, recurring expenses, receipts, and vendor payments
- Review time tracking and prepare payroll-related documentation, as needed
- Identify financial discrepancies, missing payments, billing issues, or reporting gaps and resolve or escalate as needed
- Ensure financial documentation is complete, organized, and readily accessible
Month-End Financial Reporting
- Complete month-end financial processes
- Reconcile monthly payments, deposits, expenses, and outstanding balances
- Review revenue, expenses, accounts receivable, and payment activity
- Prepare monthly financial reports for leadership review
- Provide clear monthly summaries of financial activity, outstanding invoices, key expenses, and notable variances
- Ensure month-end records are accurate, complete, and ready for internal review
- Work with leadership to identify financial trends, gaps, or areas requiring follow-up
Year-End Financial Processes
- Complete year-end financial processes and documentation
- Organize and reconcile accounts for year-end review
- Prepare year-end reports and summaries for leadership and accountant review
- Review outstanding balances, unpaid invoices, deposits, expenses, and vendor records
- Compile receipts, invoices, payment records, payroll-related documentation, and other required financial records
- Ensure all year-end documentation is complete, accurate, and ready for accountant review or filing
- Liaise with the accountant regarding year-end financials, tax documentation, reporting requirements, and financial questions
- Support leadership with year-end financial organization, planning, and reporting
Office Management
- Support daily office operations and administrative workflows
- Maintain office supplies, equipment, and general office organization
- Coordinate internal documentation, filing, and recordkeeping
- Help manage company calendars, reminders, meetings, and deadlines
- Assist with onboarding and offboarding administrative tasks for staff
- Support office policies, internal procedures, and process improvements
- Ensure shared folders, templates, and company documents remain organized and up to date
- Maintain confidentiality of client, staff, and company information
Client & Team Support
- Respond to general client inquiries in a professional and timely manner
- Support scheduling, follow-ups, service agreements, and project coordination
- Assist with preparing and sending client documents, invoices, agreements, and reports
- Coordinate communication between clients, consultants, and leadership
- Track client deliverables and support follow-up where needed
- Provide administrative support for audits, training, consulting visits, and ongoing client programs
- Help ensure client communications are clear, professional, and completed in a timely manner
Operational Support
- Assist with maintaining internal systems such as Smartsheet, Square, email, shared drives, and other company platforms
- Support timecard tracking, payroll preparation, billing accuracy, and project-based billing
- Help identify gaps in administrative or financial processes and recommend improvements
- Support special projects, marketing/event preparation, and internal initiatives as required
- Create and maintain organized processes that help the team work efficiently
- Provide general administrative support to leadership and consultants as needed
Qualifications
- Previous experience in office administration, bookkeeping, or a similar role
- Demonstrated experience completing month-end and year-end financial processes
- Experience preparing monthly financial reports for leadership or management review
- Strong knowledge of invoicing, payment tracking, account reconciliation, accounts receivable, and financial recordkeeping
- Experience working with financial records, expenses, receipts, vendor payments, and recurring billing
- Strong attention to detail and accuracy
- Comfortable using technology and learning new software systems
- Strong written and verbal communication skills
- Ability to prioritize tasks and manage multiple deadlines
- Highly organized, reliable, and proactive
- Comfortable working independently and as part of a team
- Professional, personable, and client-service focused
- Able to handle confidential financial, client, and employee information with discretion
Preferred Experience
- Experience with QuickBooks, Square, Smartsheet, Google Workspace, Microsoft Office, or similar platforms
- Experience supporting a consulting, healthcare, dental, education, or professional services business
- Familiarity with payroll preparation, timesheets, project-based billing, and recurring invoicing
- Experience preparing monthly financial summaries or reports for leadership
- Experience completing year-end financial documentation and liaising with accountants
- Experience improving office systems, administrative processes, or financial workflows
Ideal Candidate
The ideal candidate is someone who enjoys keeping things organized, follows through on details, and takes pride in supporting a busy team. They are comfortable managing both financial and administrative responsibilities and understand the importance of accuracy, confidentiality, and clear reporting.
This person should be able to balance routine bookkeeping tasks with month-end reporting, year-end financial processes, client communication, and broader office management responsibilities. They are proactive, professional, and able to identify when something needs attention before it becomes an issue.
They should be confident working independently, communicating with leadership, and helping ensure that financial and administrative operations are completed accurately and on time.
Why Join IPAC Consulting
IPAC Consulting is a growing Infection Prevention and Control and Health & Safety consulting company that supports clients across healthcare, long-term care, dental, community care, construction, and other sectors.
Our team is fast-paced, collaborative, and committed to helping clients improve compliance, safety, and quality. This role offers the opportunity to be part of a meaningful company while supporting the internal systems and financial processes that help our team and clients succeed.
How to Apply
Interested candidates are invited to submit their resume and a brief cover letter outlining their relevant bookkeeping, financial reporting, and office administration experience.
Pay: $18.89-$34.02 per hour
Work Location: In person
