Office Manager

Vaco has a great opportunity in Jacksonville, Florida for an Office Manager with various responsibilities. This is a direct hire role that is fully onsite. Extensive training will be provided. Company Overview Our client is a well‑established and growing organization in the construction services industry with a long‑standing reputation for delivering high‑quality projects and exceptional customer service. Backed by experienced leadership and positioned for continued growth, the company offers employees the opportunity to make a meaningful impact while working in a collaborative, team‑oriented environment. Position Summary The Finance & Administration Manager is responsible for overseeing accounts payable, administrative operations, compliance, and human resources functions. This role serves as a key business partner to the Vice President of Finance, helping maintain financial accuracy, operational efficiency, and organizational compliance while supporting the company’s continued growth. Essential Responsibilities Accounts Payable Oversee accounts payable processing and vendor payment activities. Maintain vendor records and resolve payment discrepancies. Review vendor invoices and payment requests for accuracy, completeness, and compliance with company policies. Review and approve employee expense reports. Compliance & Risk Administration Coordinate business licenses, permits, registrations, bonds, and other regulatory requirements. Prepare and submit recurring tax and regulatory filings. Maintain compliance records and supporting documentation. Coordinate insurance, workers’ compensation, and other regulatory audits. Assist with compliance related to federal, state, and local regulations. Human Resources Administration Coordinate employee onboarding and new hire administration. Maintain employee personnel records. Administer employee benefit programs, including enrollments, changes, and annual renewals. Coordinate workers’ compensation claims and related documentation. Support employee leave administration, recognition programs, and employee engagement initiatives. Administrative Operations Coordinate the administration of master purchase orders, including creation, maintenance, revisions, and closeout. Oversee fleet registrations and related administrative records. Maintain company administrative records and provide operational support to the Finance and Operations teams. Process Improvement & Special Projects Identify opportunities to improve business processes and operational efficiency. Develop, document, and maintain standard operating procedures. Strengthen internal controls and administrative processes. Participate in cross‑functional initiatives and strategic projects that support company growth. Qualifications Associate’s or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred. Five or more years of progressive experience in accounting, finance, office administration, or a similar business function. Experience with accounts payable and general accounting processes. Experience in construction, contracting, job‑cost accounting, or other project‑based industries is a plus. Experience administering employee benefits and regulatory compliance activities preferred. Experience with ERP systems (Sage 100 or similar preferred). Strong Microsoft Excel and Microsoft Office skills. Knowledge, Skills & Abilities Excellent organizational and time management skills. Strong attention to detail and accuracy. Ability to prioritize multiple responsibilities and meet deadlines. Professional judgment and discretion when handling confidential information. Self‑starter who can work independently while collaborating effectively with cross‑functional teams. Continuous improvement mindset with the ability to streamline processes and support organizational growth. Why This Opportunity? This position offers the opportunity to work directly with executive leadership in a growing organization where your contributions will have a visible impact. The successful candidate will play a key role in improving processes, supporting business operations, and helping the organization scale for future growth while enjoying broad exposure across accounting, human resources, compliance, and operations. Compensation and Benefits Salary range, bonuses, medical, dental, and vision benefits, and a 401(k) retirement plan are available for the selected candidate. Compensation is determined based on qualifications, experience, and location. #J-18808-Ljbffr