Find & Apply For Office Manager Jobs in Southampton, New York

Position Summary We are seeking a detail-oriented Office Manager / Bookkeeper to support the day-to-day office and accounting operations of our residential landscape business. This is a hands-on role covering purchasing, payables, receivables, billing, payroll support, job costing, and month-end close. The ideal candidate will also own HR and compliance functions and will learn and master Aspire (landscape management ERP) to support accurate operational and financial reporting. This role is well-suited to a self-starter with solid bookkeeping fundamentals and strong administrative instincts who takes initiative and works proactively in a fast-paced environment. Responsibilities Purchasing, Receiving & Accounts Payable (AP) Create and manage purchase orders (POs), ensuring alignment with budgets and job cost Coordinate receiving documentation and match PO/receipt/vendor invoice Code and enter invoices accurately; reconcile vendor statements and respond to vendor inquiries Maintain organized, audit-ready records and documentation Billing, Accounts Receivable (AR) & Cash Application Prepare and issue customer billing in line with contract terms and approved completed work Track AR aging, follow up on collections, and reconcile customer accounts Apply payments, research discrepancies, and resolve customer billing questions Month-End Close & Financial Reporting Support Participate in month-end close tasks to meet established deadlines Prepare and maintain balance sheet reconciliations (cash, AR, AP, prepaid expenses, fixed assets, accruals, etc.) Assist with journal entries, including accruals, depreciation, and amortization Maintain clean, well-organized close data with supporting documentation Weekly Payroll Support Support weekly payroll preparation, including time review, service type allocation, and reconciliation HR, Compliance & Office Administration Support new hire onboarding, including document collection and coordination Maintain I-9 compliance, employee records, and personnel file organization Track and manage subcontractor insurance compliance (COIs, renewals, coverage requirements) Support annual workers' compensation and liability audits (payroll detail, classifications, documentation) Serve as a point of contact for general office administration and support to the Controller Client Communication & General Office Management Serve as a primary point of contact for client communication, ensuring professional and timely interactions Handle incoming phone calls, screening and directing inquiries appropriately Manage day-to-day office operations, including word processing, document preparation, and maintaining organized filing systems Maintain a professional office environment conducive to productivity and effective communication Assist with general administrative tasks to support overall office efficiency and workflow Aspire ERP Learn and become proficient in Aspire workflows and data integrity standards Support ERP-related audits, including ticket closure review, purchasing flow accuracy, and cost capture Help identify process improvements that strengthen controls and reporting Qualifications 5+ years of bookkeeping, accounting, or office management/administrative experience (construction, landscaping, or other project-based/field-service industry a strong plus) Working knowledge of accounting fundamentals: AP/AR, reconciliations, journal entries, and month-end close Prior experience with invoicing, expense tracking, and financial record keeping using accounting software or spreadsheets Experience with job costing or percentage-of-completion accounting a plus Comfortable learning new software systems; prior ERP experience (Aspire, QuickBooks, or similar) preferred Strong computer skills with proficiency in Microsoft Office applications (Word, Excel) and general computer literacy Excellent communication skills for client interaction via phone and email Familiarity with office equipment and general office procedures Strong organizational skills and high attention to detail Ability to manage multiple priorities and deadlines independently Self-starter who takes initiative, anticipates needs, and proactively identifies and solves problems without waiting to be asked Basic familiarity with HR/compliance processes (I-9s, COIs, payroll support) a plus

Pay:

$28.00 - $35.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Health savings account Life insurance Paid time off Professional development assistance Retirement plan Vision insurance

Work Location:

In person