Office & Accounting Manager/Full Time Bookkeeper

Retail Markeing Group LLC; Horsham (PA); Sur place; USD 60 000 - 90 000; Plein temps

Résumé du poste

Retail Marketing Group seeks an experienced Office & Accounting Manager / Full-Charge Bookkeeper to oversee day-to-day accounting, payroll, store and manufacturer billing, and essential office administration in Horsham, PA.

The role requires ownership, problem-solving, and clear communication with stores, vendors, manufacturers, and management to keep financial operations running smoothly.

Qualifications

• Demonstrated experience in full-charge bookkeeping, accounting operations, or similar role.
• Strong knowledge of accounts payable, accounts receivable, GL, journal entries, and bank reconciliations.
• Experience processing payroll and handling confidential employee information.
• Proficiency with Sage accounting software is preferred but not required.
• Strong Excel skills including formulas, reconciliation, and financial analysis.
• Experience managing recurring invoicing, payments, and supporting documentation.
• Attention to detail and accuracy; strong analytical and problem-solving abilities.
• Excellent organizational and time management, with ability to prioritize tasks.
• Strong written and verbal communication; ability to work independently.

Responsabilités

• Maintain complete and accurate financial records using the accounting software.
• Maintain the general ledger, prepare journal entries, and support month-end and year-end closings.
• Prepare financial reports, analyses, reconciliations, and supporting schedules.
• Research discrepancies and communicate variances or outstanding items.
• Maintain organized records for reviews and audits.

Connaissances

Full-charge bookkeeping

Accounts payable

Accounts receivable

General ledger maintenance

Payroll processing

Excel skills

Sage accounting software

Attention to detail

Time management

Communication skills

Formation

Associate or bachelor’s degree in accounting or related field

Outils

Sage accounting software

Description du poste

The Opportunity

Retail Marketing Group (RMG) is seeking an experienced, highly organized Office & Accounting Manager / Full-Charge Bookkeeper to oversee day-to-day accounting, payroll, store and manufacturer billing, and essential office administration.

This is an opportunity for a detail-oriented professional who enjoys taking ownership, solving problems, and keeping financial operations running smoothly. The successful candidate will combine strong bookkeeping skills with the ability to manage multiple billing programs, maintain accurate supporting records, and communicate effectively with stores, vendors, manufacturers, and management.

Position Summary

This position manages the full bookkeeping cycle, including accounts payable, accounts receivable, general ledger maintenance, banking, reconciliations, payroll, and financial reporting. The role also coordinates RMG’s recurring promotional billing, scan reporting, deductions, and related documentation.

Accuracy, confidentiality, independent judgment, and consistent follow-through are essential to success.

Key Responsibilities

Accounting and Financial Management

• Maintain complete and accurate financial records using the accounting software.
• Maintain the general ledger, prepare appropriate journal entries, and support month-end and year-end closing.
• Prepare financial reports, account analyses, reconciliations, and supporting schedules for management and external accounting professionals.
• Research discrepancies, resolve accounting issues, and communicate significant variances or outstanding items.
• Maintain organized records and supporting documentation for financial reviews and audits.

Accounts Payable and Payment Processing

• Enter vendor invoices, verify accuracy and approvals, assign appropriate account coding, and process payments.
• Prepare and process vendor payments and store checks on an every-other-week schedule.
• Prepare and submit ACH payments through the bank.
• Reconcile vendor statements and resolve invoice or payment discrepancies.
• Maintain accurate payment records and supporting documentation.

Accounts Receivable and Store Billing

• Manage accounts receivable for member stores and manufacturers, including ongoing maintenance of manufacturer accounts.
• Prepare invoices, apply receipts, monitor outstanding balances, and follow up on discrepancies and overdue payments.
• Review bill-through invoices for accuracy and prepare corresponding invoices to stores.
• Process perishable invoices and maintain supporting records.
• Prepare weekly lump-sum and temporary price reduction invoices.

Weekly Program Invoicing

• Manage the weekly Frozen and Dairy invoicing process from start to finish.
• Prepare the spreadsheet and invoices for weekly Grocery billing.
• Verify billing calculations, supporting information, and invoice accuracy before distribution.
• Coordinate with relevant staff, stores, and vendors to resolve billing questions and meet deadlines.

Scan Reporting and Billing

• Prepare and maintain the weekly scan recap spreadsheet.
• Enter store scan information into tracking spreadsheets and verify completeness and accuracy.
• Prepare and maintain the Excel store scan spreadsheet used for check processing every other week.
• Assemble scan billing packages, including supporting documents, spreadsheets, and invoices.
• Reconcile scan activity, billing, and payments and investigate discrepancies.

Deductions and Manufacturer Documentation

• Process deduction invoices, including the applicable rate calculation, and prepare supporting spreadsheets for stores as needed.
• Following payment, compile deduction backup and invoice copies for submission to manufacturers.
• Maintain clear records connecting deductions, invoices, payments, and manufacturer documentation.
• Follow up on unresolved deduction and reimbursement issues.

Payroll

• Process payroll accurately and on schedule.
• Review payroll information, maintain supporting records, and resolve discrepancies.
• Coordinate payroll changes and questions with management and the payroll provider, as applicable.
• Protect the confidentiality of employee and payroll information.

Banking and Reconciliations

• Prepare and make daily bank deposits.
• Coordinate in person bank visits when required, including handling foreign checks.
• Reconcile all bank accounts and related banking activity.
• Prepare journal entries arising from bank reconciliations and investigate outstanding differences.

Office Administration and Workflow Management

• Open and review mail daily and route invoices, payments, correspondence, and other materials appropriately.
• Maintain organized financial and administrative files.
• Manage daily, weekly, and every-other-week responsibilities to meet payment, billing, payroll, and reporting deadlines.
• Communicate professionally with stores, manufacturers, vendors, banking contacts, colleagues, and management.
• Identify opportunities to improve efficiency, accuracy, documentation, and internal controls.

Required Qualifications

• Demonstrated experience in full-charge bookkeeping, accounting operations, or a comparable office and accounting management role.
• Strong working knowledge of accounts payable, accounts receivable, general ledger maintenance, journal entries, and bank reconciliations.
• Experience processing payroll and maintaining confidential employee information.
• Proficiency with Sage accounting software. (Preferred but no required)
• Strong Microsoft Excel skills, including formulas, spreadsheet preparation, reconciliation, and financial analysis.
• Experience managing recurring invoicing, payment processing, and supporting documentation.
• Excellent attention to detail and a consistent commitment to accuracy.
• Strong analytical and problem-solving skills, including the ability to investigate and resolve account discrepancies.
• Excellent organization and time management, with the ability to prioritize competing responsibilities and meet deadlines.
• Strong written and verbal communication skills.
• Ability to work independently, make sound decisions within established authority, and elevate issues when appropriate.
• Professional integrity and discretion when handling sensitive financial and business information.

Preferred Qualifications

• Associate or bachelor’s degree in accounting, finance, business administration, or a related field, or an equivalent combination of education and relevant experience.
• Experience in retail, wholesale, distribution, food marketing, or a related industry preferred.
• Familiarity with promotional billing, scan programs, manufacturer deductions, bill-through transactions, and TPR programs.
• Experience supporting month-end and year-end closing and working with external accountants.
• Advanced Excel skills, including PivotTables and lookup functions.
• Experience improving accounting procedures and administrative workflows.

What Success Looks Like

• Accurate, timely invoices, payments, payroll, and financial reports.
• Complete bank reconciliations and reliable accounting records.
• Well-maintained store and manufacturer accounts.
• Clear, accessible documentation supporting billing, scans, deductions, and payments.
• Prompt resolution of discrepancies and proactive communication.
• Dependable ownership of recurring responsibilities and deadlines.

Retail Marketing Group is an equal opportunity employer. Qualified applicants will be considered without regard to characteristics protected by applicable law. Reasonable accommodations are available during the application and interview process.