Position Summary The Accounting & Office Manager oversees the company's accounting, financial administration, office operations, and administrative processes. This position ensures accurate financial records, timely billing and collections, effective payroll coordination, and organized support for the Maintenance, Construction, and Nursery divisions. The role works closely with company leadership, managers, employees, vendors, and clients to maintain financial accountability and efficient office operations. Essential Duties & Responsibilities 1. Accounting & Financial Management Oversee daily accounting activities, including AP, AR, general ledger, and banking. Maintain accurate financial records and ensure proper transaction coding and documentation. Assist with monthly, quarterly, and year-end close processes. Prepare and coordinate financial reports, including P&L, balance sheets, aging reports, and cash flow. Monitor financial performance by division and assist with budgeting and forecasting. Identify discrepancies and recommend improvements to financial controls. Coordinate with external accountants, CPAs, and auditors as needed. 2. Billing & Accounts Receivable Coordinate billing for maintenance contracts, construction projects, and nursery sales. Review invoices for accuracy, contract compliance, and proper billing terms. Monitor accounts receivable and support collection efforts. Resolve unapplied payments, customer credits, refunds, and account discrepancies. Assist with progress billing, retainage, and time-and-materials billing. Maintain accurate customer account records. 3. Accounts Payable & Vendor Management Oversee vendor invoice processing, coding, approvals, and payments. Reconcile vendor statements and resolve discrepancies. Maintain accurate vendor records and required documentation. Coordinate purchasing and receiving documentation. Support cash flow planning and consistent expenditure approval procedures. 4. Office Operations & Administration Manage daily office operations, administrative systems, and workflows. Maintain organized company records and documentation. Coordinate office supplies, equipment, vendors, and administrative purchasing. Support leadership with administrative projects and special assignments. Develop and maintain standard operating procedures (SOPs). 5. Landscaping Operations Support Support Maintenance, Construction, and Nursery divisions with financial and administrative needs. Assist with budget tracking, labor reporting, material costs, and expense monitoring. Support nursery purchasing, receiving, inventory administration, and sales documentation. Promote accurate use of Aspire and other company software for scheduling, timekeeping, billing, and reporting. Provide financial information to help managers monitor revenue, expenses, and profitability. Identify process improvements and strengthen communication between office and field operations. 6. Compliance & Confidentiality Maintain confidentiality of financial, payroll, employee, customer, and company information. Support compliance with applicable laws, regulations, and company policies. Maintain organized financial, payroll, tax, and business records. Follow appropriate approval, purchasing, payment, and internal control procedures. Assist with audits, required filings, renewals, and financial documentation requests. Report financial irregularities or compliance concerns to leadership. Qualifications Required Qualifications Associate's or bachelor's degree in accounting, finance, business administration, or related field preferred. 2-5 years of relevant accounting, finance, or office management experience. Knowledge of accounts payable, accounts receivable, and general accounting principles. Experience with QuickBooks Online. Strong organizational, analytical, and communication skills. Ability to maintain confidentiality, prioritize deadlines, and work independently. Ability to collaborate with leadership, office staff, field employees, and vendors. Preferred Qualifications Experience in landscaping, construction, property services, or other field-service industries. Experience with Aspire or comparable industry software. Knowledge of job costing, project billing, budgeting, and financial reporting. Familiarity with cash flow management and forecasting.

Pay:

$57,000.00 - $70,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person