Job Summary
Vigilant Private Security is seeking a professional, detail-oriented, and people-focused Accounting Office Manager / Full-Charge Bookkeeper to oversee key accounting functions and help manage the team members currently assigned to Accounts Receivable, Accounts Payable, and Payroll.
This role requires more than accounting knowledge. The right candidate must be organized, accurate, calm under pressure, and able to communicate professionally with employees, vendors, and large clients. Our clients expect to speak with someone who is polite, realistic, responsive, and capable of building strong working relationships.
The ideal candidate must be proficient with Desktop QuickBooks and comfortable working with multiple online vendor portals used by clients for billing, invoice submission, payment tracking, and account management. This position will also be responsible for preparing regular financial updates, including profit and loss reports, budget needs, and accounting updates for the CEO and COO.
Key Responsibilities
· Manage and support team members assigned to Accounts Receivable, Accounts Payable, and Payroll.
· Oversee daily accounting office operations to ensure accuracy, timeliness, and accountability.
· Use Desktop QuickBooks to manage, review, and maintain accurate accounting records.
· Prepare regular Profit and Loss reports and financial summaries for leadership.
· Provide weekly accounting, billing, payroll, and budget updates to the CEO and COO.
· Forecast upcoming budget needs based on payroll, client billing, vendor payments, expenses, and operational activity.
· Review invoices, payments, deposits, payroll records, billing activity, and financial documentation.
· Assist with client billing, collections, vendor payments, payroll processing, and account reconciliation.
· Submit invoices and billing documentation through client online vendor portals.
· Track payment status, billing issues, rejected invoices, missing documentation, and portal-related follow-up items.
· Monitor workflow within the accounting office and help ensure deadlines are met.
· Provide guidance, training, and accountability to accounting support staff.
· Communicate professionally with clients, vendors, employees, and company leadership.
· Build and maintain positive working relationships with large clients and key contacts.
· Respond to accounting-related questions in a polite, clear, and realistic manner.
· Identify billing issues, payroll concerns, payment discrepancies, or process gaps and help resolve them.
· Maintain organized financial records and support strong internal controls.
· Assist with financial reporting and provide updates to leadership as needed.
· Coordinate with outside accountants, payroll providers, tax professionals, or auditors when necessary.
· Protect confidential company, client, and employee information.
Minimum Qualifications
· Bachelor’s degree in Accounting, Finance, Business Administration, or a related field required.
· Minimum of 4 years of experience in bookkeeping, accounting, payroll, office management, or a related financial role.
· Proficiency with Desktop QuickBooks is required.
· Experience preparing Profit and Loss reports, financial summaries, or budget-related updates.
· Experience with Accounts Receivable, Accounts Payable, and Payroll processes.
· Experience using online vendor portals, client billing systems, or payment platforms preferred.
· Prior experience supervising, leading, or coordinating a small administrative or accounting team.
· Strong understanding of bookkeeping, reconciliations, billing, collections, payroll support, financial recordkeeping, and basic financial reporting.
· Ability to review financial activity and help forecast upcoming budget needs.
· Strong computer skills, including Desktop QuickBooks, payroll systems, spreadsheets, email, and online portals.
· Excellent verbal and written communication skills.
· Professional, polite, and customer-service-focused approach.
· Strong attention to detail and ability to follow through on deadlines.
· Ability to maintain confidentiality and handle sensitive financial and employee information.
· Ability to work independently while also supporting a team environment.
Preferred Qualifications
· Master’s degree in Accounting, Finance, Business Administration, or a related field.
· Experience in the security industry, service industry, staffing, or another labor-intensive business.
· Experience working with large clients, client billing, contract billing, online vendor portals, or high-volume payroll.
· Experience preparing weekly leadership reports, Profit and Loss reports, budget forecasts, or cash flow updates.
· Experience improving accounting processes, office workflow, or team accountability.
· Familiarity with California payroll practices, wage and hour rules, and employment-related payroll requirements.
Ideal Candidate
The ideal candidate is someone who can balance accuracy with professionalism. We need someone who can manage accounting details, lead people respectfully, communicate clearly, and represent the company well when speaking with clients.
This person must be comfortable working in Desktop QuickBooks, managing accounting records, navigating online vendor portals, preparing Profit and Loss reports, forecasting budget needs, and following through on billing and payment issues until they are resolved.
This person should also be able to explain problems without creating panic, provide realistic answers without overpromising, and help maintain trust with clients, employees, vendors, team members, the CEO, the COO, and company leadership.
Compensation
This position pays $27.00 to $30.00 per hour, depending on experience and qualifications.
About Vigilant Private Security
Vigilant Private Security provides professional security services with a focus on reliability, accountability, and strong client service. We are looking for an Accounting Office Manager / Full-Charge Bookkeeper who can help maintain the financial accuracy, structure, communication, reporting, and professionalism needed to support our continued growth.
Pay: From $27.00 per hour
Benefits:
- Dental insurance
- Health insurance
Work Location: In person
