Accounting & Administrative Manager

Job Description

Job Description

Position Summary

We are seeking a dependable and detail-oriented Accounting & Administrative Manager to handle a variety of accounting and office administration responsibilities. This is a hands-on position that includes customer invoicing, vendor payments, payroll support, expense tracking, employee paperwork, and insurance documentation.

This person will report directly to the Director of Operations and work closely with the Operations team. The ideal candidate is highly organized, accurate, comfortable handling confidential information, and able to follow tasks through to completion.

Key Responsibilities

Accounting and Billing

• Prepare and send accurate invoices to customers.
• Maintain detailed records of invoices and outstanding payments.
• Work with the Operations team to confirm billing information and resolve discrepancies.
• Receive, review, and track vendor invoices.
• Process vendor payments and maintain accurate accounts payable records.
• Communicate with customers and vendors regarding invoice or payment questions.
• Assist with company credit card expense tracking, receipts, and documentation.
• Maintain organized accounting logs, spreadsheets, and supporting records.

Payroll and Timekeeping

• Assist with weekly payroll preparation and processing.
• Review employee timecards for accuracy and completeness.
• Identify and help resolve missing punches, incorrect hours, and other timecard discrepancies.
• Communicate with employees and supervisors regarding needed corrections.
• Maintain accurate and confidential payroll and timekeeping records.

Employee Administration

• Prepare and process new-hire paperwork.
• Assist employees with benefits enrollment and related paperwork.
• Prepare employee termination and separation documents.
• Maintain organized and confidential employee files.
• Assist with workers’ compensation claims, including collecting documents and communicating with employees, supervisors, and insurance representatives.
• Follow up on outstanding paperwork and claim-related items.

Insurance and Operations Support

• Assist with business insurance claims, including vehicle accidents and other incidents.
• Collect and organize reports, photos, estimates, and other required documents.
• Request and send certificates of insurance to customers and business partners.
• Maintain records of insurance claims, certificates, and related correspondence.
• Support the Director of Operations and Operations team with accounting and administrative needs.
• Assist with additional projects and duties as assigned.

Qualifications

• Three or more years of experience in accounting, bookkeeping, payroll, or office administration is preferred.
• Experience with invoicing, accounts receivable, accounts payable, and vendor payments.
• Familiarity with payroll processing and employee timekeeping systems.
• Strong Microsoft Excel, Google Sheets, or similar spreadsheet skills.
• Experience with accounting or payroll software is preferred.
• Excellent attention to detail and recordkeeping skills.
• Strong organization, communication, and follow-through.
• Ability to manage multiple tasks and meet deadlines.
• Ability to work independently and solve routine problems.
• Ability to handle financial and employee information confidentially.
• Experience with employee benefits, workers’ compensation, or business insurance is helpful but not required.

Ideal Candidate

The ideal candidate is organized, trustworthy, proactive, and comfortable working with numbers and detailed records. This person notices discrepancies, asks questions when information is incomplete, and follows up until issues are resolved. They should be able to work independently while communicating effectively with employees, customers, vendors, and the Operations team.