Find & Apply For Office Manager Jobs in Silsbee, Texas

Office Manager 1370 Us Hwy 96 South, Silsbee, TX 77656 Full-time Apply with Indeed Job Overview Southern Lawn & Landscapes, LLC. Office Manager Job Description Reports to: President/CEO Position Summary The Office Manager oversees the daily administrative and financial functions of our multi-company business, and keeps office operations organized, accurate, and timely. This position manages payroll, procurement, accounts payable, customer billing, collections, accounts receivable, financial reporting, and business records. The Office Manager works closely with ownership, operational supervisors, field personnel, office administration, customers, outside bookkeepers, the CPA, and labor service providers to support sound financial management and dependable administrative support. The position also coordinates H-2A and H-2B paperwork and supporting records throughout the employment cycle, from advance preparation and filing support through employee arrival, employment, and departure. Responsibilities may support multiple related companies, with accurate records maintained separately for each entity. Payroll and Employee Administration

• Review employee time records for completeness, approved hours, job assignments, and discrepancies; obtain supervisor approval and resolve questions before processing payroll.
• Prepare and process payroll, including approved wages, overtime where applicable, deductions, reimbursements, garnishments, paid time off, and other authorized adjustments.
• Maintain accurate employee payroll information, pay rates, direct deposit instructions, deduction authorizations, and payroll change records with appropriate approvals.
• Reconcile payroll registers and payroll account activity; coordinate payroll tax reporting, deposits, year-end forms, and corrections with the payroll provider, bookkeeper, or CPA as assigned.
• Coordinate onboarding and separation paperwork, maintain personnel records, and provide employment or wage verification within company authorization.
• Protect confidential employee information and maintain organized payroll and personnel records with appropriate access controls. Procurement and Purchasing
• Obtain pricing and availability, compare vendor quotes, and purchase authorized materials, supplies, equipment, rentals, and services needed for office and field operations.
• Issue and track purchase orders by company, department; confirm approval, pricing, quantities, delivery terms, and applicable charges.
• Monitor open purchase orders, backorders, deliveries, returns, and credits; reconcile purchase orders to receiving records and invoices before closing them.
• Track rental delivery and return dates, billing periods, extensions, and final invoices to help prevent missed costs, duplicate charges, and overpayments.
• Maintain vendor information, purchasing records, office supply levels, and supporting documents; resolve order discrepancies with vendors and staff. Accounts Payable and Expense Control
• Receive, review, code, and enter vendor invoices, expense reports, credit card transactions, and other payables in the appropriate company accounts.
• Match invoices with purchase orders, delivery tickets, receipts, and approvals; verify pricing, quantities, sales tax, credits, and payment terms.
• Maintain accounts payable aging and open payable reports; prepare payment schedules for management approval based on due dates and available funds.
• Process authorized checks, electronic payments, and other disbursements; maintain supporting documentation and prevent duplicate payments.
• Reconcile vendor statements and credit card accounts, investigate differences, obtain missing receipts, and follow up on unresolved credits or disputed charges.
• Collect vendor tax and insurance documentation as needed and provide records for year-end vendor reporting, audits, and CPA review. Customer Billing and Accounts Receivable
• Prepare accurate invoices from contracts, service schedules, completed work records, approved estimates, time and materials, and authorized change orders.
• Apply approved billing rates, sales tax, deposits, credits, recurring charges, and surcharges; confirm the proper billing entity, customer, and service period.
• Maintain customer accounts, billing contacts, purchase order requirements, contract terms, and supporting service documentation.
• Record customer receipts, apply payments to the correct invoices, research unapplied funds, and reconcile customer balances.
• Review accounts receivable aging and open receivable reports; send statements, payment reminders, and follow-up correspondence on overdue accounts.
• Investigate billing disputes with customers and operational staff; document collection efforts and refer payment plans, write-offs, and unresolved balances to management for approval.
• Allocate time and materials in TRACK to ensure costs are accounted for, and transactions are properly billed thru QBO. Identify and work identified TRACK discrepancies to ensure all pending items are handled timely to ensure proper payment from customer.
• Work with TRACK Liaison team to ensure any pending transactions, that require their assistance, are identified, and handled timely.
• Maintain Billing PO Log to ensure PO's that are issued to Southern Lawn are not over billed, resulting in denial of invoices. Work with proper customer Procurement Teams for change orders, addendums, etc. to allow proper billing completion, and collection. Banking and Cash Management
• Monitor daily bank balances and anticipated receipts and disbursements; provide ownership with timely information about payroll, vendor payments, funding needs, and ensure daily Positive Pay Exceptions are handled timely, and before deadlines.
• Balance daily sales reports, cash receipts, and deposits; prepare deposits and make approved deposits through bank delivery or a check scanning system.
• Maintain check registers, deposit records, transfer documentation, and cash activity records; verify banking instruction changes through approved procedures.
• Reconcile bank activity or prepare complete reconciliation support for the bookkeeper; investigate outstanding checks, missing deposits, bank fees, and unusual transactions.
• Keep related company activity properly separated, and document approved intercompany transactions for review. Month End Reporting and Accounting
• Maintain a month-end closing checklist and provide complete records to the bookkeeper and CPA within established deadlines.
• Review transaction coding, outstanding purchase orders, accounts payable, accounts receivable, payroll records, deposits, and credit card activity for missing or incorrect entries.
• Prepare or assemble monthly financial and operational reports, including receivable and payable aging, open purchase orders, cash balances, sales summaries, and other reports requested by ownership.
• Coordinate supporting schedules for prepaid expenses, accrued expenses, loans, fixed assets, inventory, and intercompany balances as applicable; refer accounting adjustments to the bookkeeper or CPA.
• Work with the bookkeeper and CPA to resolve discrepancies, answer questions, provide year-end information, and supply documentation for tax returns, insurance audits, and other reviews.
• Explain outstanding administrative issues and unusual activity to ownership and follow through until corrections or decisions are completed. Sales and Use Tax, Franchise Tax, Estimated Tax
• Compile sales and purchase records and prepare, file, and arrange approved payment of sales and use tax returns according to the assigned filing schedule.
• Review invoices and purchase receipts for sales tax charged or collected, potential use tax obligations, and properly supported exemptions; consult the CPA on uncertain tax treatment.
• Maintain exemption and resale certificates, filing confirmations, payment records, and supporting calculations in an organized tax file.
• Reconcile reported amounts to accounting records, research discrepancies, and coordinate responses to tax notices or corrections with ownership and the CPA.
• Make necessary Franchise Tax, and Estimated Tax Payments, and communicate with CPA and bookkeepers to ensure reporting is captured. H2A and H2B Program Coordination
• Serve as the administrative point of contact between ownership, labor service providers, recruiters, attorneys, and agency representatives for assigned H-2A and H-2B matters.
• Maintain a calendar of filing milestones, document requests, anticipated arrival dates, authorized employment periods, and departure arrangements; escalate missing information or approaching deadlines.
• Gather and organize employer records, job details, worksite information, staffing needs, and supporting documents requested for applications, petitions, certifications, and related processing.
• Facilitate preparation, review, signatures, and submission of paperwork through the designated attorney or filing service, and submit company-authorized documents when assigned.
• Coordinate pre-arrival preparation and post-arrival onboarding, with labor service provider, including identity and employment authorization documentation, employee information, payroll setup, and required acknowledgments.
• Coordinate records and arrangements related to housing, transportation, reimbursements, recruitment, hours offered and worked, and other program documentation as directed by the responsible advisor.
• Track employee status changes and coordinate end-of-period paperwork and departure preparation; promptly refer legal, eligibility, or program compliance questions to the attorney or authorized advisor. Office Operations and Business Records
• Organize daily office workflow, respond to telephone calls and correspondence, and serve as a professional contact for employees, customers, vendors, and outside advisors.
• Maintain electronic and paper filing systems for contracts, accounting records, personnel documents, tax filings, insurance, equipment, vehicles, and other business records.
• Track renewals and deadlines for business registrations, licenses, insurance policies, vendor requirements, vehicle registrations, and other assigned records.
• Maintain vehicle and equipment maintenance logs, service documentation, and related expense records in coordination with operational staff.
• Prepare and maintain crew service calendars, recurring customer schedules, and seasonal project schedules in coordination with field supervisors.
• Coordinate office equipment, software access, supply orders, document handling, and service providers; support secure record storage and company backup procedures.
• Document office procedures, identify process improvements, and cross-train designated backup staff; direct administrative support personnel when assigned.
• Assist ownership with correspondence, research, special projects, and other duties reasonably related to the position and the needs of the business.
• Maintain ISNetworld website to ensure all required documents, questionnaires, etc. are completed so that required Grade Assignment remains in a passing status, always, to ensure continual work privileges for facility projects.
• Maintain all

TAPPI SAFE

requirements, for applicable staff members, to ensure site access is readily available. Qualifications and Skills

• Demonstrates experience in office management, bookkeeping, payroll, purchasing, accounts payable, billing, accounts receivable, or a comparable administrative role.
• Working knowledge of accounting processes, reconciliations, financial reports, and confidential employee records; experience supporting multiple entities is preferred.
• Proficiency with QuickBooks, Microsoft Excel, Word, Outlook, and electronic filing systems.
• Ability to review transactions carefully, identify discrepancies, organize supporting records, and manage several deadlines with limited supervision.
• Strong written and verbal communication, professional customer service, dependable follow-through, and sound judgment when handling confidential or financial information.
• Experience with H-2A or H-2B administrative coordination and sales and use tax filing is preferred; ability to work effectively with outside specialists is essential.

Authority and Performance Expectations The Office Manager works independently within company procedures and delegated authority. Ownership approves expenditures and financial commitments beyond assigned limits. Changes to pay rates, customer pricing, credits, payment plans, and write-offs require the designated approval. Accounting and program questions requiring specialized judgment are referred to the bookkeeper, CPA, attorney, or appropriate advisor. Successful performance is measured by accurate payroll and billing, timely filings and reports, complete records, consistent collection follow-up, well-controlled purchasing and payments, and clear communication with ownership and outside professionals.

PAY WILL BE COMMENSURATE OF EXPERIENCE

Benefits:

Paid time off

Work Location:

In person