Accounting Office Manager

Vaco by Highspring; Louisville (KY); On-site; USD 60,000 - 85,000; Full time

Job summary

Vaco by Highspring in Louisville, KY is seeking an Accounting Office Manager to oversee day-to-day accounting operations, office administration, and HR/benefits support, acting as a cornerstone of the administrative team.

You will manage AP/AR cycles, bank reconciliations, month-end close, cash flow monitoring, budgeting assistance, vendor relations, and HR records while maintaining compliance, confidentiality, and a well-organized, efficient office environment.

Qualifications

• Associate's or Bachelor's degree in accounting/finance or related field preferred.
• 5+ years of accounting, bookkeeping, office management, or related experience.
• Strong knowledge of AP, AR, and general accounting principles.
• Experience supporting HR and employee benefits administration preferred.
• Proficient in Microsoft Excel and accounting software/ERP systems.
• Excellent organizational, communication, and problem‑solving skills.

Responsibilities

• Oversee full AP cycle: invoice processing, coding, approvals, and vendor payments.
• Manage AR: invoicing, collections, cash application, and reconciliations.
• Prepare bank reconciliations and assist month‑end/year‑end close.
• Monitor cash flow and support budgeting efforts.
• Oversee office operations, vendor relations, and records management.
• Support HR activities: onboarding, records, background checks, and inquiries.
• Assist with benefits administration and open enrollment activities.
• Ensure compliance with policies and accounting procedures.

Skills

Accounts Payable

Accounts Receivable

Bank Reconciliations

Month-End Close

Budgeting

Vendor Management

HR Support

Benefits Administration

Office Administration

Excel

ERP systems

Accounting Software

Education

Associate or Bachelor's in Accounting/Finance

Tools

Microsoft Office

ERP systems

Accounting software

Job description

The Accounting Office Manager is responsible for overseeing day-to-day accounting operations, managing office administration functions, and providing support for human resources and employee benefits activities. This role serves as a key member of the administrative team, ensuring efficient financial processes, maintaining accurate records, supporting employee needs, and helping create a well-organized office environment.

Key Responsibilities

Accounting & Finance

• Manage the full cycle of Accounts Payable (AP), including invoice processing, coding, approvals, and vendor payments.
• Oversee Accounts Receivable (AR) functions, including invoicing, collections, cash application, and account reconciliation.
• Prepare bank reconciliations and maintain accurate financial records.
• Assist with month-end and year-end closing activities.
• Monitor cash flow and support budgeting efforts.
• Maintain vendor and customer account information.
• Work with external accountants and auditors as needed.
• Ensure compliance with company policies and accounting procedures.

Office Administration

• Oversee daily office operations and administrative functions.
• Maintain office supplies, equipment, and vendor relationships.
• Coordinate facility-related needs and office maintenance.
• Prepare reports, correspondence, and presentations as needed.
• Support leadership with scheduling, meetings, and special projects.
• Maintain organized electronic and physical filing systems.
• Serve as a point of contact for employees, vendors, and visitors.

Human Resources Support

• Assist with employee onboarding and offboarding activities.
• Maintain employee records and HR documentation.
• Coordinate background checks, new hire paperwork, and employment verifications.
• Support recruiting efforts, including interview scheduling and candidate communication.
• Assist with policy administration and employee communications.
• Help ensure compliance with employment laws and company policies.

Benefits Administration Support

• Assist employees with benefit enrollment and benefit-related questions.
• Coordinate annual open enrollment activities.
• Maintain benefit records and process employee changes.
• Act as a liaison between employees and benefit providers.
• Support payroll-related benefits deductions and reconciliation activities.
• Assist with workers' compensation and leave administration documentation.

Qualifications

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, or a related field preferred.
• 5+ years of accounting, bookkeeping, office management, or related experience.
• Strong knowledge of Accounts Payable, Accounts Receivable, and general accounting principles.
• Experience supporting HR and employee benefits administration preferred.
• Proficiency with Microsoft Office Suite, especially Excel.
• Experience with accounting software and ERP systems.
• Excellent organizational, communication, and problem-solving skills.
• Ability to handle confidential information with professionalism and discretion.
• Strong attention to detail and ability to manage multiple priorities.

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.

Equal Opportunity Notice

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Representation Notice

By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. Additionally, you agree to be included in our talent pool for future hiring for similarly qualified positions. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. Lastly, you agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.

For residents of Ontario, Canada only: to the extent the position for employment is not with Highspring or not otherwise noted as vacant above, candidate should be informed that this role is to replace a presently employed person at Vaco by Highspring's client.

Privacy Notice

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

• the individual's skill sets, experience and training;
• licensure and certification requirements;
• office location and other geographic considerations; and
• other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).