Accounting & Payroll Ops Manager (Hybrid)

JOB TITLE : Accounting & Payroll Operations Manager EXPECTED HOURS OF WORK : 40+ Hours/Week* Occasional evenings or weekends may be required during payroll processing, month-end close, or other business-critical periods. DEPARTMENT : Finance REPORTS TO : Chief Executive Officer LOCATION : New York or Miami (Hybrid) COMPENSATION : $75,000–$90,000 annually (Based on experience)

ABOUT US

STAFFED INC. is a nationwide staffing agency specializing in experiential events, hospitality, luxury retail, and recruiting. Our purpose is simple: pairing the world's leading brands with the world's most diverse talent. As a growing entrepreneurial company, we're continuously improving our systems, processes, and operations. We're looking for someone who enjoys building structure, maintaining accuracy, and creating operational excellence behind the scenes.

ROLE SUMMARY

We're looking for a highly organized, detail-oriented Accounting & Payroll Operations Manager to become the operational backbone of our finance department. This is a hands-on accounting operations role focused on bookkeeping, payroll, accounts payable, accounts receivable, reconciliations, month-end close, and maintaining accurate financial records. Approximately 80% of this role is dedicated to executing and maintaining core accounting operations, while 20% focuses on identifying opportunities to improve workflows, reduce manual processes, and strengthen our accounting systems over time. This position works closely with our CEO, external CPA, and Fractional CFO. Rather than owning high-level financial strategy, forecasting, or corporate finance, you'll ensure our financial data is organized, accurate, timely, and reliable so our leadership team can confidently make informed business decisions. If you genuinely enjoy creating order, maintaining clean books, improving processes, and being the trusted person who keeps financial operations running smoothly, you'll thrive in this role.

JOB RESPONSIBILITIES

Accounting Operations Responsible for maintaining accurate day-to-day accounting operations, including: Maintain complete and accurate bookkeeping within QuickBooks Online. Record, categorize, and reconcile all banking, credit card, and financial transactions. Reconcile bank accounts, credit cards, loans, prepaid expenses, fixed assets, and balance sheet accounts. Maintain the general ledger and supporting financial documentation. Process accounts payable, vendor payments, expense reimbursements, and recurring subscriptions. Generate client invoices and coordinate deposits and final billing with internal teams. Apply client payments, credits, and refunds while maintaining accurate customer balances. Monitor accounts receivable aging and assist with collections. Maintain organized accounting records and supporting documentation. Prepare annual 1099 filings. Payroll & Compliance Partner with the People team to review, audit, and support weekly field payroll and bi-weekly corporate payroll, ensuring accuracy and compliance. Payroll processing will initially remain with the People team while this role learns the business and strengthens the accounting function, with the opportunity to assume greater ownership over time. Review payroll reports and reconciliations to ensure payroll is processed accurately and on schedule. Maintain payroll records and employee earnings history. Ensure compliance with payroll tax requirements, wage laws, garnishments, disability filings, retirement programs, and state-specific regulations. Partner with the HR team regarding onboarding, employee changes, benefits, and payroll updates. Assist with unemployment registrations and new state payroll setup as needed. Identify opportunities to improve payroll processes, documentation, and internal controls while maintaining accuracy and compliance. Month-End Close & Financial Support Complete monthly account reconciliations. Prepare month-end journal entries and supporting schedules. Assist with accruals and job costing. Ensure financial records comply with GAAP and internal accounting standards. Prepare organized financial reports and documentation for review by the Fractional CFO and CPA. Support year-end close, audits, tax preparation, and external reporting. Accounting Operations & Continuous Improvement Maintain and improve accounting workflows and internal procedures. Identify opportunities to streamline repetitive administrative tasks while maintaining accuracy. Help improve integrations between QuickBooks, payroll systems, HubSpot, and other business platforms. Create and maintain process documentation and accounting SOPs. Recommend practical improvements that reduce manual work and improve operational efficiency. Serve as the primary internal resource for day-to-day accounting questions.

WHO WILL THRIVE IN THIS ROLE

You'll likely be successful if you: Love bringing order to financial information. Find satisfaction in balancing accounts and maintaining accurate books. Enjoy bookkeeping, payroll, reconciliations, and accounting operations. Take pride in accuracy and attention to detail. Naturally improve systems and processes while respecting established procedures. Enjoy solving operational problems. Are proactive, dependable, and highly organized. Communicate clearly and professionally with both finance and non-finance teammates. Like creating repeatable processes that make everyone's job easier. Want to build a long-term career supporting a growing entrepreneurial business.

THIS ROLE MAY NOT BE THE RIGHT FIT IF YOU...

Are primarily seeking a strategic finance or CFO-track position. Prefer financial modeling and corporate strategy over day-to-day accounting operations. Dislike bookkeeping, reconciliations, payroll, or administrative work. Become frustrated by repetitive processes. Prefer delegating execution rather than owning it. Need constant variety instead of building consistency. Don't enjoy working within established systems while continuously improving them.

QUALIFICATIONS

Bachelor's degree in Accounting, Finance, or equivalent professional experience. 4–7 years of progressive accounting and bookkeeping experience. Demonstrated experience processing payroll in a multi-state environment. Strong understanding of GAAP and accounting best practices. Advanced proficiency in QuickBooks Online, Microsoft Excel, and Google Workspace. Experience using payroll platforms (iSolved, ADP, or similar). Experience with Bill.com or similar AP automation platforms preferred. Strong organizational skills with exceptional attention to detail. Ability to prioritize multiple deadlines while maintaining accuracy. Excellent written and verbal communication skills. Comfortable working in a collaborative, entrepreneurial environment.

WHY JOIN STAFFED INC.?

This is an opportunity to become the operational foundation of a growing finance function. You'll work closely with the CEO, Fractional CFO, and CPA while owning the day-to-day accounting operations that keep our business running. Your work will directly improve the accuracy, efficiency, and scalability of our financial processes. We're looking for someone who takes pride in doing the fundamentals exceptionally well and wants to grow alongside a company that values long-term relationships, continuous improvement, and operational excellence. #J-18808-Ljbffr STAFFED INC.