Accounting & Administration Manager Job Description Department:

Administration Reports To:

Corporate Controller Functional Coordination:

General Manager; Site Supervisors, Managers, and Administrative Staff;

Corporate Controller and Other Corporate Support Functions Work Location:

Hereford, TX

POSITION SUMMARY

The Accounting & Administration Manager leads the day-to-day accounting and administrative functions of Reinert Hay & Commodities (Reinert). The position supervises administrative staff and ensures the General Manager, site supervisors and managers, and other employees receive consistent, responsive, and well-organized administrative support. The position is responsible for transactional accounting processes, customer and vendor administration, contract and inventory support, payroll and timekeeping administration, office operations, and the development and maintenance of effective site administrative processes. Working closely with the General Manager and other site leaders, the Accounting & Administration Manager identifies administrative needs, establishes clear workflows, resolves issues, and helps ensure the site operates efficiently. The position also works with the Corporate Controller and other corporate support functions to ensure site practices and records support accurate financial information, appropriate internal controls, sound business processes, and compliance with corporate policies and procedures. The role does not have responsibility for corporate financial reporting or for establishing corporate accounting, Human Resources, or Safety policy.

ABOUT REINERT

Reinert Hay & Commodities offers a variety of hay products, including horse hay and ground products, to feedyards, dairies, and individuals. Reinert also provides feed ingredients, onsite grinding services, and delivery options.

ESSENTIAL DUTIES & RESPONSIBILITIES

Oversee customer billing and invoicing, ensuring contracts, pricing, quantities, and freight terms are accurately reflected. Monitor accounts receivable aging and coordinate collection efforts with Sales and Operations. Supervise vendor invoice processing, approvals, payment workflows, documentation, coding, and purchasing compliance. Support inventory tracking and reconciliation, including physical counts and resolution of discrepancies with Operations. Administer organized customer and vendor contract records and coordinate resolution of billing discrepancies or disputes. Work with the Corporate Controller to ensure site accounting transactions, records, reconciliations, supporting documentation, and internal controls are accurate, complete, timely, and consistent with established corporate requirements. Prepare schedules, accrual information, and supporting documentation requested by the Corporate Controller for month-end close, audits, and internal reporting. Partner with the General Manager and site supervisors and managers to identify administrative needs, establish priorities, resolve workflow issues, and provide effective support for site operations. Lead and coordinate administrative services across the Reinert location, ensuring responsibilities, coverage, deadlines, and communication channels are clearly established. Develop, document, implement, and maintain effective site administrative procedures that support operational needs and comply with established corporate policies, procedures, and internal controls. Oversee general office workflow, administrative coverage, supplies, mail, records, payroll and timekeeping administration, and other routine site administrative needs. Serve as a knowledgeable and responsive administrative resource for site supervisors, managers, employees, customers, and vendors. Provide onsite administrative support for established Human Resources, Safety, and risk-management processes, including new-hire paperwork, training documentation, incident reporting, workers' compensation documentation, recordkeeping, and communication with the appropriate corporate resource. Promptly refer employee relations, safety, financial, legal, or other matters requiring specialized review or approval to the appropriate manager or corporate resource. Perform other related duties and special projects as assigned.

SUPERVISORY RESPONSIBILITIES

Directly supervise approximately four administrative employees. Assign and prioritize work, schedule administrative coverage, and cross-train team members. Review work for accuracy, completeness, compliance, and timeliness. Provide coaching, performance feedback, training, and accountability. Work with the General Manager and appropriate site leaders on administrative staffing needs, hiring recommendations, performance expectations, and operational priorities, coordinating with Corporate Human Resources when required.

TOTAL REWARDS

Reinert offers competitive compensation and a comprehensive benefits package, including medical, dental, vision, and voluntary supplemental insurance options, including accident, hospital indemnity, disability and life insurance, paid time off, and performance-based incentive opportunities. This is a full-time position. Exempt classification will be confirmed based on the position's final assigned duties and level of decision-making authority.

Note:

This job description summarizes the position's primary responsibilities and is not exhaustive. Leadership may assign additional related duties and special projects.

QUALIFICATIONS & EXPERIENCE

Minimum five years of progressively responsible experience in accounting, bookkeeping, office administration, or business operations. Prior experience supervising or leading employees. Strong working knowledge of accounts receivable, accounts payable, transactional accounting, and administrative processes. High attention to detail, sound judgment, discretion, and strong organizational skills. Ability to manage multiple priorities and deadlines in an ever-changing and growing business environment. Proficiency with Microsoft 365, particularly Excel, Outlook, and SharePoint, as well as accounting or ERP systems. Ability to maintain confidentiality, exercise sound judgment, and appropriately refer matters requiring specialized management or corporate review. Preferred Associate or bachelor's degree in Accounting, Business Administration, or a related field. Experience in agriculture, logistics, transportation, or a commodity-based business. Experience with inventory processes, contract administration, payroll/timekeeping, or multi-function site administration. ERP system experience.

COMPETENCIES

Organization & Follow-Through:

Maintains accurate records and ensures processes are completed on time.

Communication:

Keeps the General Manager, site leaders, administrative staff, and Corporate Controller appropriately informed and communicates clearly and professionally across the organization.

Judgment & Confidentiality:

Handles sensitive information appropriately and recognizes when an issue requires escalation.

Problem-Solving:

Investigates discrepancies, identifies root causes, and coordinates practical resolutions.

Team Leadership:

Provides clear direction, training, feedback, and accountability to administrative staff.

Collaboration:

Builds effective working relationships with site leadership, employees, customers, vendors, and corporate support functions.

Service Orientation:

Anticipates administrative needs and provides responsive, practical support that helps site employees and leaders operate effectively.

PHYSICAL DEMANDS & WORK ENVIRONMENT

Primarily office-based work requiring extended computer and telephone use. Regular interaction with Operations personnel and occasional visits to yard or shop environments, with exposure to weather, dust, noise, uneven surfaces, vehicles, and equipment. Frequently required to sit, use hands, and communicate verbally and electronically. Occasionally required to stand, walk, bend, and lift or carry office materials weighing up to 20 pounds. Occasional local driving for business errands may be required. A valid driver's license and a driving record acceptable under company and insurance requirements are required when driving on company business.

Compensation details:

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