Accounting & Office Manager

Employment Type: Full-Time, Exempt

Salary: $50,000–$65,000 annually, based on qualifications and experience

Schedule: 40 hours per week; schedule may vary based on business needs. Some flexibility is available.

Position Summary

seeking a highly organized, detail-oriented Accounting & Office Manager to own the company's day-to-day accounting support and office operations.

This position works directly with the President & Head of Finance and is responsible for maintaining accurate financial records, managing accounts payable and accounts receivable, processing deposits and invoices, and keeping office operations organized and running smoothly.

The ideal candidate is self-directed, dependable, highly detail-oriented, and proactive. You should be someone who notices discrepancies before they become problems, follows through without constant supervision, and can anticipate what needs to be done next.

This is not a position for someone who needs step-by-step direction. We are looking for someone who takes ownership and takes pride in getting the details right.

Key Responsibilities

Accounting & Bookkeeping

• Prepare and process daily bank deposits and ensure transactions are accurately recorded and supported by source documentation.
• Manage Accounts Payable (AP), including:
• Reviewing and verifying vendor invoices
• Entering bills into the accounting system
• Processing payments
• Maintaining accurate vendor records
• Manage Accounts Receivable (AR), including:
• Applying customer payments
• Monitoring outstanding balances and aging reports
• Following up on past-due accounts
• Prepare and send customer invoices accurately and on schedule.
• Maintain organized and accurate financial records, both digital and physical.
• Reconcile accounting records and identify discrepancies or unusual transactions.
• Proactively investigate and flag anything that appears incorrect, incomplete, or inconsistent.
• Communicate with customers and vendors regarding billing, payments, invoices, and account questions.

Office Operations & Administration

• Manage day-to-day office operations and organization.
• Coordinate with office vendors and service providers.
• Handle general office duties, including phones, mail, filing, data entry, and document organization.
• Maintain an organized and professional office environment.
• Provide administrative support to the President & Head of Finance and leadership team as needed.
• Take ownership of tasks and follow through to completion without requiring constant supervision.

What We're Looking For

Required Experience & Skills

• 3+ years of experience in bookkeeping, accounting support, accounts payable/receivable, or a similar accounting/office management role.
• Strong working knowledge of accounting software.
• Strong proficiency with Microsoft Office, particularly Excel.
• Demonstrated experience with AP, AR, invoicing, payments, deposits, and financial recordkeeping.
• Exceptional attention to detail.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities while maintaining accuracy.
• Strong problem-solving skills and good judgment.
• Ability to work independently and proactively.
• Strong verbal and written communication skills.
• Ability to handle confidential financial and business information with discretion.
• High level of reliability, accountability, and follow-through.

Ideal Candidate

The strongest candidate will be someone who:

• Catches mistakes before they become problems.
• Notices when numbers or records don't look right.
• Can independently manage recurring accounting responsibilities.
• Doesn't wait to be told what needs to be done.
• Is comfortable communicating with vendors, customers, and leadership.
• Keeps financial and office records organized.
• Can prioritize competing deadlines without losing attention to detail.
• Takes ownership of their work and follows through.

Qualifications

• Must be 18 years of age or older.
• Must be legally authorized to work in the United States.
• High School Diploma or GED preferred.
• Valid driver's license required.
• Must be willing to complete criminal background checks required by the company and/or clients.

Physical Requirements

The position requires routine walking, standing, bending, and carrying items weighing up to 50 pounds.

This job description is not an employment agreement or contract. Management reserves the right to modify the scope of work within the framework of this job description as business needs change.

Compensation & Benefits

• $50,000–$60,000 annual salary, based on qualifications and experience.
• Direct deposit; paid every other Friday.
• Medical, dental, and vision insurance beginning the first of the month following the date of hire.
• 401(k) with company match available after one year of continuous full-time employment for eligible employees working 30+ hours per week.
• Paid holidays after 90 days for eligible full-time employees working 30+ hours per week.
• PTO accumulation after one year of continuous full-time employment for eligible full-time employees working 30+ hours per week.