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18 results for Office Manager in Canandaigua Ny

Office Manager <p>We are on the lookout for a meticulous Office Manager to join our team. This role is situated in Rochester, New York, United States. As an Office Manager, you will oversee and manage staff payroll and benefits, conduct monthly reconciliations, handle bookkeeping tasks, and manage all relevant insurances. </p><p><br></p><p>Responsibilities:</p><p><br></p><p>• Overseeing and administering payroll and benefits for team members</p><p>• Undertaking monthly financial reconciliations</p><p>• Handling bookkeeping tasks to ensure financial order and clarity</p><p>• Assisting with grant components to support organizational funding</p><p>• Participating in Board's Finance Committee meetings to contribute to financial planning and strategy</p><p>• Managing all necessary insurances, conducting insurance audits, and handling renewals</p><p>• Ensuring office management and performing various clerical duties</p><p>• Overseeing and controlling expenses</p><p>• Using Microsoft Excel for various accounting functions and maintaining Accounts Receivable (AR)</p><p>• Ensuring compliance with necessary documentation and utilizing Paychex for administrative assistance.</p> Executive Assistant <p><strong>1. Administrative Support</strong>:</p><ul><li>Manage and organize complex calendars, scheduling meetings, and resolving conflicts to optimize productivity.</li><li>Prepare reports, agendas, presentations, and other documentation for meetings or special projects (Source: RH Acronym Guide).</li><li>Handle correspondence, including email and mail, ensuring prompt responses on behalf of the executive(s).</li></ul><p><strong>2. Communication Liaison</strong>:</p><ul><li>Act as the primary point of contact for internal and external communications related to the executive(s).</li><li>Maintain positive relationships with other departments, clients, and stakeholders while managing communication channels.</li></ul><p><strong>3. Travel and Event Coordination</strong>:</p><ul><li>Arrange domestic and international travel, including accommodations, itineraries, and expense tracking.</li><li>Assist in planning and organizing team events, offsite meetings, and other corporate functions.</li></ul><p><strong>4. Confidentiality and Compliance</strong>:</p><ul><li>Manage sensitive and confidential information and documents in compliance with corporate policies (Source: EEO standards).</li><li>Uphold <strong>Environmental Social Governance (ESG)</strong> principles in daily operations (Source: RH Acronym Guide).</li></ul><p><strong>5. Project and Resource Management</strong>:</p><ul><li>Support cross-functional collaboration by coordinating projects and tasks via <strong>Enterprise Project Intake (EPI)</strong> tools.</li><li>Track deadlines and ensure deliverables align with company objectives.</li></ul><p><strong>6. Office Management</strong>:</p><ul><li>Monitor and maintain office supplies and equipment.</li><li>Facilitate onboarding processes for new team members, if applicable.</li></ul><p><br></p> Insurance Referral Coordinator <p><strong>Referral Coordination</strong></p><ul><li>Process incoming referral requests from healthcare providers, patients, or other partners in a timely and accurate manner.</li><li>Communicate and collaborate with medical providers, specialists, and external facilities to schedule patient appointments.</li><li>Ensure referral documentation is completed and submitted to relevant parties according to organizational procedures.</li></ul><p><strong>Administrative Tasks</strong></p><ul><li>Maintain and update referral tracking systems to record the status of all open and pending referrals.</li><li>Verify insurance eligibility and pre-authorization requirements prior to scheduling appointments.</li><li>Manage communication via phone, email, or other systems with all stakeholders involved in the referral process.</li></ul><p><strong>Patient Interaction</strong></p><ul><li>Provide patients with updates on the status of their referrals and answer any questions related to the process.</li><li>Offer ongoing support to help patients navigate insurance concerns or other obstacles to care.</li></ul><p><strong>Compliance</strong></p><ul><li>Adhere to federal, state, and organizational policies pertaining to patient privacy, confidentiality, and referrals (e.g., HIPAA guidelines).</li><li>Regularly audit referral records for completeness and accuracy, resolving discrepancies as needed.</li></ul><p><strong>Team Collaboration</strong></p><ul><li>Work effectively with clinical and administrative teams to support continuity of care for patients.</li><li>Participate in departmental meetings and feedback sessions to identify areas for improvement in referral operations.</li></ul><p><br></p> Staff Accountant <p>Nick Corieri from Robert Half is looking to fill a nearly full-remote Staff Accountant position for one of his Ithaca based clients. The Staff Accountant will be responsible for managing and overseeing various aspects of the accounting operations for a small company that reports into a parent company out of state. This role requires a strong understanding of month-end close procedures as well as account reconciliations. </p><p><br></p><p>Responsibilities:</p><p><br></p><p>• Plan and direct the accounting operations within the company.</p><p>• Assume responsibility for accounts payable, accounts receivable, bank reconciliations, and payroll.</p><p>• Implement a system of controls over accounting transactions to minimize risk.</p><p>• Oversee the production of financial reports and ensure compliance with generally accepted accounting principles or international financial reporting standards.</p><p>• Recommend benchmarks to measure the company’s performance.</p><p>• Prepare the annual budget and forecasts, and report significant budget differences to management.</p><p>• Provide financial analysis with a focus on capital investments, pricing decisions, and contract negotiations.</p><p>• Collaborate with external auditors and provide necessary information for the annual audit.</p><p>• Ensure compliance with local, state, and federal government requirements.</p><p>• Run biweekly payroll using Paylocity.</p><p>• Perform other related duties as necessary or assigned, including some office management and HR duties.</p><p><br></p><p>For immediate consideration, please apply to this job posting and contact Nick Corieri from the Syracuse branch of Robert Half. </p> Tax Administrator <p>Hannah Savage with Robert Half is working with a client offering an exciting opportunity in the finance industry, located in Rochester, New York. They are known for delivering exceptional tax, accounting, and consulting services to their clients. Seeking a professional, detail-oriented <strong>Tax Administrator</strong> to join the team. If you have experience with tax return processing, data entry, and customer service—and proficiency in CCH accounting software—we’d love to hear from you!</p><p><br></p><p>Responsibilities:</p><p><br></p><p>• Take charge of processing and managing tax returns</p><p>• Handle administrative tasks as required, contributing to the smooth running of operations</p><p>• Demonstrate excellent customer service, resolving inquiries and providing support</p><p>• Utilize the CCH software system for work paper management</p><p>• Oversee the logging of projects, ensuring accurate records are maintained</p><p>• Conduct data entry tasks efficiently, maintaining high levels of accuracy</p><p>• Utilize Microsoft Excel for various administrative and operational tasks</p><p>• Monitor customer accounts and engage in appropriate actions when necessary.</p><p><br></p><p><strong>For immediate, confidential consideration, apply today or contact Hannah Savage with Robert Half's Rochester, NY branch TODAY!</strong></p> Accounting Manager/Supervisor <p>We are offering an exciting opportunity in Farminton, New York for an experienced Accounting Manager/Supervisor or senior accountant ready for the next step. This role is within the industry and will involve handling a variety of accounting functions, with a focus on the month-end close process, tax filings, and management of fixed assets and depreciation schedules. </p><p><br></p><p>Responsibilities:</p><p>• Oversee the month-end and year-end close processes, ensuring all accounting tasks are completed accurately and on time.</p><p>• Handle indirect taxes and sales taxes filings, ensuring compliance with all relevant regulations.</p><p>• Manage the company's fixed assets and depreciation schedule, updating records as necessary.</p><p>• Maintain daily and monthly records, including journal entries and general ledger management.</p><p>• Conduct reconciliation processes on a regular basis to ensure accuracy of financial data.</p><p>• Work closely with auditors, providing necessary information and documents upon request.</p><p>• Maintain and update cash flow projections, ensuring they accurately reflect the company's financial status.</p><p>• Leverage your expertise in Quickbooks Premier to ensure efficient and accurate financial management.</p><p>• Allocate expenses appropriately across various departments or projects.</p><p>• Manage customer credit applications and maintain accurate records.</p> Collections Specialist We are offering a long-term contract employment opportunity for a Collections Specialist in the service industry located in ROCHESTER, New York. The role involves managing collections for commercial contracts and requires a detail-oriented individual comfortable with having difficult conversations and adept at conflict resolution. The workplace is a quiet office environment with a supportive team.<br><br>Responsibilities:<br>• Communicate via phone with commercial customers who have outstanding balances<br>• Research and review customer account status<br>• Collaborate with the collections supervisor to devise resolution opportunities<br>• Track down relevant contacts and facilitate payments<br>• Employ accounting software systems and CRM for efficient work processes<br>• Utilize tools such as Accurint and ADP - Financial Services<br>• Manage accounts receivable (AR) and billing functions<br>• Answer inbound calls and handle claim administration<br>• Use Epic Software for various tasks<br>• Maintain a quiet and supportive team environment. Network Administrator <p>Olivia Quinlan from Robert Half is hiring for a Network/Systems Administrator in Rochester, New York. This is a hybrid opportunity and must be local to the position. </p><p><br></p><p>Responsibilities: </p><p>- Provide hardware, network support, training and troubleshooting</p><p>- Infrastructure management</p><p>- Network maintenance, monitoring (utilization and upgrade requirements)</p><p>- System maintenance and monitoring</p><p>- Administer Windows Server environments, firewalls, Wi-Fi and switches</p><p>- Support users</p><p>- Administer Office 365 (Teams & SharePoint)</p><p>- Ensure backup recover and security procedures are in place</p><p><br></p> Office Assistant <p>We are offering a contract to hire employment opportunity for an Office Assistant in ROCHESTER, New York. In this role, you will primarily be tasked with administrative functions in a dynamic environment. Your skills in accounting software systems and CRM will be crucial in executing your duties and contributing to our operations.</p><p><br></p><p>Responsibilities: </p><p><br></p><p>• Efficiently handle customer inquiries and provide administrative support as required</p><p>• Utilize computer programs such as Microsoft Word, Excel, and Adobe to perform various administrative tasks</p><p>• Oversee and manage billing functions to ensure timely and accurate processing</p><p>• Engage in learning and assisting with bid paperwork, including managing addendums and following up on bid results</p><p>• Answer inbound calls, providing prompt and courteous service to all customers</p><p>• Maintain organized electronic filing systems, ensuring easy access to required documents</p><p>• Adapt to new online platforms and software, demonstrating an ability to quickly learn and implement new processes</p><p>• Request bonds and insurance as part of bid paperwork management</p><p>• Monitor customer accounts, taking appropriate action when necessary</p><p>• Perform other clerical duties as assigned.</p> Payroll Supervisor <p>Robert Half is offering a long-term contract opportunity for an experienced, hands-on Payroll Supervisor to support our growing client in Rochester, NY. This position offers the chance to contribute to critical payroll operations within a collaborative and professional environment. In this role, your primary responsibilities will be managing payroll functions, ensuring accuracy and compliance, and supporting employees with payroll-related needs. By working closely with HR, Accounting, and other teams, you’ll play an integral role in maintaining a seamless payroll process. </p><p><br></p><p>Key Responsibilities</p><ul><li><strong>Weekly Payroll Processing</strong>: Oversee and process weekly payrolls, including lay-offs, terminations, and correction checks.</li><li><strong>Records Management</strong>: Maintain accurate payroll records and upload required documents to the internal SharePoint site.</li><li><strong>Union Fringe Management</strong>: Balance monthly union fringes and ensure accuracy with general ledger reconciliations, and process union fringe updates accurately on templates for the ERP system.</li><li><strong>Compliance Audits</strong>: Audit payroll entries for compliance with Federal and State laws.</li><li><strong>Involuntary Deductions</strong>: Process payroll deductions, including levies, garnishments, and child support.</li><li><strong>Employee Support</strong>: Respond to and resolve employee inquiries related to payroll issues in a prompt and professional manner.</li><li><strong>Onboarding Support</strong>: Process new hire information into the ERP system, ensuring accuracy.</li><li><strong>Year-End Reporting</strong>: Balance and finalize year-end payroll records in accordance with corporate standards.</li><li><strong>Procedure Development</strong>: Document and update payroll procedure guides to support a streamlined process.</li><li><strong>Cross-Functional Assistance</strong>: Provide support to HR and Accounting teams as needed, including analyzing accounting reports, reconciling payroll accounts, and managing direct deposit setups.</li><li><strong>Additional Duties</strong>: Complete other related tasks as assigned.</li></ul><p><br></p> Events Marketing Manager We are offering a long term contract employment opportunity for an Events Marketing Manager in Rochester, New York. As an Events Marketing Manager, your role will be pivotal in resolving past due invoices in a timely and accurate manner while providing high-quality service to both internal and external customers. You will also play a crucial role in mitigating risk to the company and addressing billing disputes.<br><br>Responsibilities:<br>• Manage inquiries related to current, past due, and returned receivables through phone and email communication with clients and external partners.<br>• Develop and maintain familiarity with the company's products and services, including Payroll and Human Resource Services.<br>• Balance service and collection effectiveness to mitigate risk and exposure to the company.<br>• Resolve disputes using available resources and systems to collect revenue from the company's products and services.<br>• Review daily payroll holds for prompt client contact in case of past due balances.<br>• Ensure compliance with department policies and procedures on a daily basis.<br>• Participate in ongoing training to improve knowledge and skills.<br>• Travel as required for trade shows, including during non-business hours and possibly weekends.<br>• Leverage your marketing expertise to maximize the impact of trade shows.<br>• Adapt to varying event schedules, showing flexibility to work evenings and weekends as required. Administrative Assistant We are offering a permanent employment opportunity for an Administrative Assistant in the Accountancy industry, located in ROCHESTER, New York, 14618-4623, United States. The successful candidate will be responsible for handling inbound and outbound calls, providing excellent customer service, and organizing and tracking internal projects.<br><br>Responsibilities:<br>• Handle incoming and outgoing phone calls in a detail oriented and friendly manner<br>• Provide high-quality customer service to clients and potential clients<br>• Input, update, and maintain accurate client data <br>• Manage email correspondence and schedule appointments as necessary<br>• Collaborate with team members to keep the office tidy and resources well-organized<br>• Use Microsoft Excel, Outlook, PowerPoint, and Word to perform various tasks<br>• Welcome clients with a personalized and inviting approach<br>• Participate in the assembly of tax returns when printed<br>• Assist in the organization of internal projects and their tracking<br>• Carry out other duties as assigned by the team. Medical Secretary <p><br></p><ul><li><strong>Administrative Support:</strong> Manage the day-to-day administrative tasks of the medical office, including scheduling appointments, updating patient records, and organizing files </li><li><strong>Patient Interaction:</strong> Serve as the first point of contact for patients, answering phone calls, responding to inquiries, and providing excellent customer service</li><li><strong>Scheduling and Coordination:</strong> Schedule patient appointments, coordinate physician schedules, and confirm appointments, ensuring efficient use of time and resources.</li><li><strong>Records Management:</strong> Maintain accurate and confidential medical records, both physical and electronic, in accordance with HIPAA regulations.</li><li><strong>Insurance Support:</strong> Verify patient insurance eligibility, prepare billing summaries, and assist with insurance claims and billing inquiries as needed.</li><li><strong>Communication Hub:</strong> Serve as a liaison between healthcare providers, patients, and insurance companies to coordinate care and resolve issues.</li><li><strong>Data Entry:</strong> Update patient demographics, medical histories, and other pertinent information into the electronic medical records (EMR) system.</li><li><strong>Office Organization:</strong> Ensure that office supplies are adequately stocked and assist with ordering new supplies when needed.</li><li><strong>Confidentiality and Compliance:</strong> Ensure strict adherence to patient confidentiality policies and legal compliance with medical regulations.</li></ul><p><br></p> Customer Service Rep <ul><li>Answer and manage high-volume incoming calls, emails, or chats from customers.</li><li>Resolve customer inquiries or complaints in a timely and professional manner.</li><li>Provide accurate information regarding products, services, billing, and account management.</li><li>Assist customers in navigating processes, troubleshooting problems, and identifying solutions.</li><li>Document customer interactions and update account information in the company database.</li><li>Collaborate with internal teams to address escalated issues when necessary.</li><li>Maintain a high level of professionalism and empathy while managing sensitive situations.</li></ul><p><br></p> PIA P&C Specialist I - New Business Operations (Tier II) We are offering a short term contract employment opportunity for a PIA P& C Specialist I - New Business Operations (Tier II) in Rochester, New York. This role is primarily focused on the daily processing, data entry, and validation of records for new and existing insurance accounts. You will be maintaining a high level of knowledge about the products and services supported by our organization and providing excellent customer service to both internal and external clients.<br><br>Responsibilities:<br><br>• Accurately and efficiently process customer credit applications<br>• Securely maintain confidential client information and load this information into our systems<br>• Initiate new account setup and process all documentation related to the setup and maintenance of new or existing accounts for various insurance lines<br>• Meet department quality and productivity standards relative to data input and established timelines<br>• Ensure compliance with all applicable state and federal insurance regulations by maintaining required documents and records<br>• Provide necessary documentation to states, federal insurance agencies, and our insurance partners as required<br>• Maintain the accuracy and integrity of clients' financial and insurance transactions to ensure client satisfaction<br>• Respond to inbound inquiry calls or emails and place outbound calls or emails to clients, insurance partners, and other offices as required by the business unit<br>• Research and resolve product and service related issues from clients and internal and external partners to ensure client satisfaction<br>• Maintain accurate recording of all internal and external communications for the accurate and timely setup, service, and maintenance of new or existing insurance accounts<br>• Maintain positive and detail-oriented relationships with clients and internal and external partners to ensure client satisfaction<br>• Utilize multiple computer software applications in conjunction with carrier and bureau websites to perform job duties<br>• Demonstrate knowledge of payroll generated reports and charges as they relate to all insurance products/services administered by our organization<br>• Ensure new clients are meeting their obligations as per the Workers’ Compensation Payment Service Agreement<br>• Participate in product related projects or training sessions as required Financial Analyst We are offering a permanent employment opportunity for a meticulous Financial Analyst to become a part of our dynamic team. Located in Rochester, New York, the Financial Analyst will handle customer accounting inquiries, regulate customer accounts, and manage customer credit applications. Your role will be crucial in the financial services sector, with a focus on accounting software systems, CRM, and data mining techniques.<br><br>Responsibilities: <br><br>• Supervise and regulate customer credit applications with precision and efficiency<br>• Manage and maintain comprehensive and accurate customer credit records<br>• Address customer accounting inquiries in a timely and detail-oriented manner<br>• Monitor customer accounts and execute appropriate actions when necessary<br>• Utilize accounting software systems and CRM to optimize financial processes<br>• Apply data mining techniques to extract valuable information for decision-making<br>• Perform regular auditing to ensure accuracy and compliance<br>• Participate in budget processes, capital management and accrual accounting tasks<br>• Create and manage spreadsheets, macros, and pivot tables for data analysis and reporting<br>• Perform other accounting functions as needed to support the financial operations. Sr. Customer Service Representative We are looking for a skilled Sr. Customer Service Representative to join our team in the service industry located in EAST ROCHESTER, New York. In this role, you will be tasked with a variety of duties including sales support, customer support, and maintaining accurate customer records. This role offers a short term contract employment opportunity. <br><br>Responsibilities:<br>• Accurately processing customer orders received through various channels such as telephone, fax, or email<br>• Managing customer inquiries and troubleshooting problems as they arise<br>• Providing customers with detailed quotes on merchandise and updating them on order status<br>• Liaising with vendors regarding pricing details and order status<br>• Maintaining an accurate record of customer credit applications and transactions<br>• Utilizing various office equipment such as copiers, fax machines, scanners, and printers for daily tasks<br>• Applying knowledge of company policies, procedures, and pricing to best serve customer needs<br>• Regularly running reports for customers and sales representatives<br>• Familiarizing oneself with vendor and customer contracts<br>• Using computer programs, CRM, Data Processing, Epic Software, ERP - Enterprise Resource Planning, and About Time skills effectively to perform various tasks. Financial Analyst <p>Responsibilities:</p><p>• Ensuring the monthly, quarterly, or annual closing process is smooth and completed on time. This includes reviewing key financial metrics like revenue recognition, cost of goods sold (COGS), R& D spending, and fixed asset transfers.</p><p>• Ensuring that all invoices are processed promptly and revenue is recognized according to accounting standards and company policies.</p><p>• Assist in reviewing and reconciling the balance sheet, keeping track of indirect expenses (like overheads), and supporting investment activities, which could include R& D projects and capital projects.</p><p>• Work with the team to set the schedule for creating the Annual Operating Plan (AOP), which involves coordinating timelines and assisting with building financial models that align with business goals.</p><p>• Help create Estimates at Completion (EACs) for ongoing projects, establish baseline budgets, and forecast future financial performance. This includes conducting variance analyses to identify deviations from budget or forecasts.Help create Estimates at Completion (EACs) for ongoing projects, establish baseline budgets, and forecast future financial performance. This includes conducting variance analyses to identify deviations from budget or forecasts.</p><p>• Present financial data and insights clearly and concisely in both verbal and written forms to stakeholders at all levels of the organization.</p><p>• Provide support for any additional analyses that may come up, whether related to special projects or urgent requests from management.</p><p><br></p>