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 ResponsibilitiesAccounts 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.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual's skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting. The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company's 401(k) retirement plan. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.

Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice

Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact View email address on click.appcast.io .

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

Privacy Notice

Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR may access our policies here.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations;
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.