Accounting Manager

Job Description

Job Description

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

About Vanguard ID Systems
Vanguard ID Systems is a leader in innovation, manufacturing custom-printed barcoded and RFID cards and key tags for industries like healthcare, retail, education, and access control. Our solutions help clients enhance branding, identification, and tracking. With 30+ years of experience, we are committed to leveraging technology for business growth and transformation.

Position Summary
The Accounting Manager owns daily accounting, AR, AP, reconciliations, and monthly close. Working in QuickBooks Online, Ramp, and Bill.com, you'll maintain organized digital financial records, manage collections and vendor payments, and improve the processes that support reliable reporting and cash visibility.

Success in this role means maintaining complete, organized digital financial records, keeping receivables more than 30 days past due consistently as low as possible, and delivering a dependable monthly close. You'll take ownership of collections and vendor payments, proactively escalate approvals, coordinate invoice resolutions with Sales, and escalate delinquent accounts or bad debt to leadership.

Why This Role Is Exciting

• Own the accounting function : Take responsibility for the daily accounting workflow and build processes that keep the company financially organized.
• Connect accounting to business decisions : Turn day-to-day accounting into financial insights that inform business decisions and support strategic planning. 
• Improve how we work : Strengthen reporting, resolve recurring system issues, and reduce manual work through automated process improvements.
• Make a lasting impact : Join a collaborative manufacturing team where your work directly supports reliable operations and the company's growth.

Key Responsibilities
Accounts receivable & collections: Own the AR workflow from invoice export through customer payments, collections, and reconciliation, keeping records current and following outstanding balances through resolution.

• Manage invoice exports from the order management system into QuickBooks Online, verify accuracy, and maintain invoices, credit memos, and customer billing records.
• Handle daily customer payment activity, including receiving and depositing checks, taking payments by phone, and answering payment questions; record payments against the correct invoices and reconcile activity across QuickBooks, Bill.com, and bank records.
• Independently generate weekly AR aging reports from QuickBooks, contact customers to collect overdue payments, follow up on payment commitments, and resolve invoice questions with Sales to reduce balances more than 30 days past due.
• Follow overdue accounts through payment or an approved resolution, securing leadership decisions on account holds, credit terms, collections referrals, and write-offs, and updating customer records accordingly.

Accounts payable & vendor management: Own vendor onboarding, bill processing, and payments, keeping records current and ensuring obligations are approved, funded, and paid on time.

• Complete vendor applications, collect W-9s, and set up vendor accounts, payment terms, and verified ACH banking information.
• Enter and code bills in Ramp, obtain supporting documentation, and independently pursue required approvals so payments stay on schedule.
• Schedule and process approved payments, coordinate available funds, and confirm payments are recorded accurately in Ramp and QuickBooks Online.
• Reconcile vendor statements, payments, and credits; resolve billing questions and maintain complete digital records for reporting and 1099 preparation.

Reconciliations & monthly close: Own account reconciliations and the monthly close process, maintaining current books and complete digital financial records.

• Independently reconcile bank, credit-card, payment clearing, payroll, and other balance-sheet accounts; investigate differences and complete required corrections.
• Maintain and execute the monthly close checklist, prepare journal entries and supporting schedules, and pursue outstanding documentation and approvals through completion.
• Coordinate period locking after leadership review and prepare records and schedules for year-end accounting and external tax preparation.

Cash management & account funding: Own daily cash monitoring and account funding so payroll, vendor payments, and other obligations are covered when due.

• Monitor bank balances, expected receipts, and scheduled payments; maintain balance alerts and identify upcoming funding needs.
• Coordinate and execute approved transfers between company accounts, confirm funds are available when needed, and record transfers accurately in QuickBooks.
• Maintain a rolling 13-week cash-flow forecast and bring leadership recommendations on funding needs and payment priorities.

Payroll processing: Own payroll entry and processing each pay cycle, coordinating accurate records and timely approvals.

• Enter and verify hours, pay adjustments, commissions, deductions, and other payroll inputs; obtain required approvals and process payroll on schedule.
• Confirm payroll funding, reconcile payroll and benefit-related transactions, and maintain complete digital records with payroll providers and external accounting partners.

Qualifications

• 5+ years of hands-on accounting or full-cycle bookkeeping experience, including independent responsibility for reconciliations, month-end close, AR, and AP.
• Proficiency with QuickBooks Online and Excel or Google Sheets.
• Ability to maintain organized digital records, investigate discrepancies, and follow through on approvals and outstanding items independently.
• Familiarity with inventory accounting, work in process, or manufacturing costs.
• Clear written and verbal communication skills for customer collections, vendor questions, and financial updates to leadership.
• Degree in Accounting, Finance, or a related field preferred; equivalent practical experience considered. CPA not required

What We Value

• Ownership & initiative: Takes responsibility for recurring work, pursues open items, and follows through without repeated direction.
• Analytical problem solving: Investigates discrepancies, tests assumptions, and brings forward findings and recommended solutions.
• Cross-functional collaboration: Builds productive relationships across Sales and external partners to resolve issues and keep work moving.
• Continuous improvement: Identifies recurring problems and builds processes that make accounting more efficient and dependable.