Office Manager
Position Summary
We are seeking an extremely organized, thorough, dependable, and persistent Office Manager and Accounting Administrator to manage the daily administrative and financial operations of our company.
This is a hands-on role for someone who takes ownership, follows through, and is comfortable handling difficult conversations. The right person must be able to manage most day-to-day bookkeeping inputs, resolve vendor issues, pursue shipping claims, track deadlines, and ensure important matters do not fall through the cracks.
Key Responsibilities
- Handle most daily bookkeeping inputs, including income, expenses, invoices, payments, deposits, reimbursements, credit card transactions, and account categorization.
- Maintain accurate records in QuickBooks or the company’s accounting software.
- Assist with accounts payable, accounts receivable, invoicing, reconciliations, payroll documentation, and financial record organization.
- Review statements, invoices, contracts, and transactions for duplicate charges, billing errors, missing credits, incorrect pricing, or unauthorized expenses.
- Work closely with company ownership, the accountant, bookkeeper, payroll provider, and other professionals.
- Manage vendor relationships and confidently address incorrect charges, poor service, damaged products, missing credits, and failures to honor agreements.
- Handle difficult conversations professionally, firmly, and calmly when protecting the company’s interests.
- Prepare, submit, track, and follow up on shipping claims involving damaged, lost, delayed, misdelivered, or shorted shipments.
- Gather and organize all claim documentation, including invoices, photos, delivery records, correspondence, proof of value, and claim numbers.
- Dispute improper claim denials or underpayments and continue following up until the matter is resolved.
- Verify that refunds, credits, reimbursements, replacements, and claim payments are actually received and correctly recorded.
- Maintain detailed tracking systems for claims, vendor disputes, invoices, deadlines, renewals, and unresolved matters.
- Oversee daily office administration, filing systems, calendars, records, correspondence, supplies, and business documentation.
- Assist with customer service, order support, employee records, insurance documents, licenses, contracts, and compliance records.
- Create and maintain organized procedures, checklists, templates, and systems that improve efficiency and reduce errors.
- Communicate clearly with ownership regarding progress, problems, deadlines, and matters requiring approval.
REQUIRED Qualifications
- Experience in office management, bookkeeping, accounting administration, claims handling, vendor relations, or a similar role.
- Working knowledge of QuickBooks or comparable accounting software.
- Experience with accounts payable, accounts receivable, invoicing, transaction entry, and financial recordkeeping.
- Exceptional organization and attention to detail.
- Strong written and verbal communication skills.
- Confidence handling disputes and difficult conversations.
- Ability to remain professional and firm with vendors, carriers, and service providers.
- Strong problem-solving, documentation, and follow-up skills.
- Ability to manage multiple tasks, deadlines, claims, and unresolved issues at once.
- Ability to work independently without constant reminders.
- High level of honesty, discretion, dependability, and accountability.
- Proficiency with Microsoft Office, Excel, email, Google Workspace, and general office technology.
Preferred Qualifications
- Experience with freight, parcel, insurance, damage, or loss claims.
- Experience working with shipping carriers, freight brokers, warehouses, manufacturers, or suppliers.
- Experience disputing billing errors, denied claims, or vendor charges.
- Experience in a small business, agricultural, manufacturing, warehouse, or family-owned company.
Essential Personal Qualities
The successful candidate must be:
- Extremely organized
- Thorough and detail-oriented
- Persistent and strong in follow-up
- Dependable and accountable
- Assertive while remaining professional
- Proactive and solution-focused
- Comfortable handling difficult conversations
- Capable of taking a problem from start to finish
Performance Expectations
Success in this role means:
- Accurate and timely bookkeeping inputs
- Organized and complete company records
- Claims and vendor disputes actively pursued to resolution
- Credits, refunds, reimbursements, and payments properly recovered and recorded
- Deadlines and follow-ups consistently met
- Clear communication with ownership
- Problems handled with initiative rather than passed along without a solution
Position Details
Employment Type: Full Time
Reports To: Company Ownership
Compensation: Based on experience, qualifications, and accounting knowledge
Pay: From $20.00 per hour
Work Location: In person
