Accounts & Office Operations Manager

Lange Company; Swissvale (Allegheny County); On-site; USD 42,000 - 56,000; Full time

Job summary

Lange Fresh Sales in Pittsburgh, PA is seeking an Office Manager to support daily office operations, accounting functions, and vendor communication. You will process invoices, manage accounts receivable, post payments, supervise staff, and help ensure accurate file standards in a fast-paced environment.

The role requires detail orientation, organization, and strong communication, with opportunities to support Account Managers and regional staff.

Qualifications

• High school diploma or equivalent.
• 1–2 years as office manager or administrative support.
• 1+ years in collections.
• Proficiency with Microsoft Office Suite.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.
• Ability to handle confidential information professionally.
• Strong attention to detail and accuracy.

Responsibilities

• Serve as the first point of contact for collections and manage accounts receivable.
• Process vouchers for payment.
• Process all invoices, post adjustments, and ensure timely invoicing.
• Post and deposit all incoming payments (ACH, wire, check).
• Perform audits to ensure files meet quality standards.
• Request invoices and ensure timely payment of files.
• Respond to all payment status requests from vendors.
• Provide backup support for office staff and Southeast Region staff as needed.
• Review closing files, ensuring timely commissioning and preventing delays.
• Answer incoming calls and direct messages to the appropriate recipients.
• Assist in setting up vendors and customers for electronic payments and invoicing.
• Maintain knowledge of open file issues (including PACA and truck claims) and document updates.
• Ensure Account Managers follow proper accounting procedures and record‑keeping standards.
• Oversee ordering of office and printed supplies; conduct price checks for cost efficiency.
• Supervise, coach, and assist support staff to maintain productivity and efficiency.
• Greet new employees and set up accounts and workspaces.
• Maintain storage for closed files and business records per retention policy.
• Sort and distribute incoming mail; prepare outgoing mail.
• Assist in training during new software or procedure rollouts.
• Other duties as assigned.

Skills

Office management

Accounts receivable

Collections

Microsoft Office

Time management

Communication

Confidentiality

Attention to detail

Bilingual English/Spanish

Education

High school diploma or equivalent

Tools

ERP systems

Job description

Lange Fresh Sales in Pittsburgh, PA is seeking an Office Manager to support daily office operations, accounting functions, and vendor communication. You will process invoices, manage accounts receivable, post payments, supervise staff, and help ensure accurate file standards in a fast-paced environment.

The role requires detail orientation, organization, and strong communication, with opportunities to support Account Managers and regional staff.