Office Manager

Job Description

Job Description

Office Manager About Flora Fresh

Flora Fresh is a growing produce distribution company committed to delivering exceptional products and service to our customers. We are seeking a detail-oriented, hands-on Office Manager to oversee day-to-day operations, support financial reporting, manage key administrative functions, and strengthen financial processes and controls. This position is on-site.

This role will work closely with the President and Fractional Controller, GL Accountant, and AP Specialist. This role will own AR, inventory reconciliation, payroll and benefits administration, sales tax calculation and filing, sales credit applications and collections processes, and coordinate the delivery of vendor bills to the bill.com inbox for processing by the AP specialist.

Position Summary

The Account/ Office Manager will oversee daily administrative operations, including accounts receivable, inventory reconciliation, payroll coordination, bank transaction coding, sales tax filing and calculations, credit card transaction review and coding, and AP vendor bill coordination to bill.com .

The role will also serve as the primary lead for Komet ERP, ensuring accurate integration with Sage Intacct through a third party (Datablend’s) vendor’s service. A key priority will be establishing a formal customer credit process, including credit terms, customer limits, and collection procedures.

The ideal candidate is highly organized, hands-on, systems-oriented, and comfortable balancing day-to-day administrative tasks with process improvement. Candidate should be willing to jump in as needed with an “all hands on deck” mentality, which is needed at a growing, dynamic small business.

Candidate should be comfortable utilizing technology - Slack, Google Workspace, Sharepoint, Zoom, Teams - to screen share, collaborate on electronic files, communicate, and demonstrate empathy and teamwork. The fractional accounting team will be remote.

Key Responsibilities Financial Operations

• Oversee AR and bank transaction account coding.

• Oversee AP processes, including coordinating invoices and supporting documentation for submission to Bill.com for processing by Fractional AP Specialist

• Support the Fractional Controller and Fractional GL Accountant with month-end and year-end close.

• Assist with audits, financial reporting, and special projects.

• Monitor AR aging and support collection efforts.

• Coordinate and calculate sales tax filings.

Inventory & ERP Management

• Serve as the primary lead for Komet ERP.

• Reconcile inventory between Komet and Sage Intacct and investigate discrepancies.

• Coordinate appropriate inventory adjustments to maintain accurate financial records.

• Identify opportunities to improve ERP workflows, reporting, and data accuracy.

• Support system upgrades, testing, and user training.

Credit & Collections

• Establish and implement a formal customer credit process.

• Develop credit policies, procedures, and approval requirements.

• Establish customer credit terms and limits.

• Monitor customer credit exposure and payment history.

• Follow up on aged receivables and coordinate collection efforts.

• Partner with sales and customer service to resolve account issues and manage credit risk.

Payroll, Benefits & Administration

• Coordinate payroll processing and ensure accurate and timely submission of payroll information.

• Support administration of employee benefits and coordination with providers.

• Manage business licenses, permits, insurance documentation, and regulatory filings.

• Support sales tax administration and related compliance activities.

• Provide general office management and administrative support as needed.

• Work with Fractional Controller and Fractional GL Accountant to book payroll journals and provide information on payroll liabilities (benefits).

Process Improvement

• Identify opportunities to improve processes.

• Develop and document procedures and internal controls.

• Improve the accuracy and efficiency of financial processes.

• Partner with the President and Fractional Controller on financial and operational initiatives.

Required

• 3–5+ years of office manager experience preferably in a small or mid-sized business.

• Experience with accounts receivable.

• Experience with inventory accounting or reconciliation.

• Experience with ERP and accounting systems.

• Strong Excel skills.

• Strong organizational, analytical, and problem-solving skills.

• Excellent communication and follow-through.

• Comfortable working independently and taking ownership of processes.

Preferred

• Experience with Sage Intacct, Komet ERP, and/or Bill.com .

• Experience establishing customer credit terms and managing collections.

• Experience in food distribution, produce, wholesale, or another inventory-based business.

• Experience coordinating payroll and employee benefits.

Compensation & Benefits

• Salary $75-85K

• Medical, dental, and vision insurance

• Paid time off and holidays

• 401(k) with company match

• Profit sharing

This is an excellent opportunity for an experienced professional who enjoys being hands-on, taking ownership, and building better processes in a growing organization.