Office & Accounting Manager

Office & Accounting Manager

Position Summary

The Office & Accounting Manager supports daily office operations while managing payroll and providing oversight of accounts receivable and accounts payable. This role ensures accurate financial processing, maintains organized administrative systems, and serves as a key resource for employees, vendors, and leadership. Strong attention to detail, confidentiality, and the ability to manage multiple priorities are essential.

Key Responsibilities

Office Management

• Oversee daily office operations, supplies, equipment, and vendor relationships.
• Maintain organized filing systems (digital and physical) for administrative, HR, and accounting documents.
• Support onboarding by preparing new‑hire paperwork, I‑9 verification, and benefits coordination.
• Assist with scheduling, meeting coordination, and internal communications.
• Manage incoming mail, deliveries, and general office inquiries.
• Ensure the office environment is clean, safe, and well‑functioning.

Administrative & Compliance Support

• Assist with workers’ compensation claims, OSHA logs, and incident reporting as needed.
• Support HR with employee file maintenance, policy rollouts, and compliance tracking.
• Prepare routine reports, spreadsheets, and correspondence for leadership.
• Maintain confidentiality of sensitive employee and company information at all times.
• Ability to manage competing priorities

Accounts Receivable (AR) Oversight

• Generate and send customer invoices in a timely manner.
• Track outstanding receivables, monitor aging reports, and follow up on past‑due accounts.
• Record customer payments and reconcile AR activity with accounting systems.
• Coordinate with project managers or field supervisors to resolve billing discrepancies.
• Prepare AR reports for leadership and support month‑end close activities.

Accounts Payable (AP) Oversight

• Review, code, and enter vendor invoices for payment.
• Maintain vendor files, W‑9s, and payment terms.
• Process weekly or scheduled check runs, ACH payments, and credit card reconciliations.
• Monitor AP aging and ensure timely payment of invoices.
• Resolve discrepancies with vendors and internal teams.
• Support month‑end close by reconciling AP activity and preparing reports.