Office Manager

Truity Partners LLC; Madison (WI); On-site; USD 65,000 - 95,000; Full time

Job summary

Truity Partners LLC in Madison, WI seeks an Office Manager with strong accounting and administrative skills to oversee daily financial operations for a project-based business.

You will manage general ledger, AP/AR, payroll compliance across multiple states, and coordinate with project managers to ensure accurate invoicing and timely reporting. The role requires hands-on accounting knowledge and independence.

Qualifications

• Bachelor's degree in Accounting, Finance or related field.
• Experience in accounting, office management, or related roles.
• Strong general ledger, journal entries, reconciliations, and financial statement prep.
• Experience with AP, AR, and project-related billing activities.
• Construction, contracting or project-based industry experience preferred.
• Knowledge of job costing or unit-based pricing is a plus.
• Multi-state payroll tax compliance and union payroll exposure preferred.
• Experience preparing financial information for external accountants or reviews.

Responsibilities

• Oversee daily accounting and administrative operations to ensure accurate records and efficient processes.
• Manage general ledger activities, journal entries, balances, and transaction reviews.
• Oversee accounts payable, vendor payments, and account reconciliations.
• Coordinate accounts receivable, including project billing, payment tracking, and collections.
• Collaborate with project managers to monitor job-related financial activity and invoicing.
• Prepare and review project billing documentation with contract pricing and public-sector requirements.
• Maintain records across many projects with varying reporting needs.
• Provide payroll processing oversight and coordinate payroll tax reporting across states.
• Monitor union payroll requirements, benefits contributions, and related reporting.
• Lead year-end accounting activities and coordinate with external accountants.

Skills

General ledger

Payroll

Accounts payable

Accounts receivable

Job costing

Construction accounting

Multi-state payroll

Budgeting

Education

Bachelor's degree in Accounting/Finance

CPA is a plus

Tools

Foundation Software

Job description

Our client is an organization in the Madison area looking for an Office Manager. Our client is seeking an experienced accounting and administrative professional to oversee daily financial operations, support project-related accounting, and manage essential office functions. This position offers a broad range of responsibilities, including general ledger accounting, accounts payable and receivable, payroll compliance, and financial reporting. The ideal candidate is a hands-on professional with strong accounting knowledge, excellent analytical skills, and the ability to work independently while supporting a project-based business.

The Office Manager will be responsible for, but not limited to, the following:

RESPONSIBILITIES

• Oversee daily accounting and administrative operations to ensure accurate financial records and efficient business processes.
• Manage general ledger activities, including preparing journal entries, maintaining account balances, and reviewing financial transactions.
• Oversee accounts payable functions, including invoice processing, vendor payments, and account reconciliations.
• Coordinate accounts receivable activities, including project billing, payment tracking, and collection follow-up.
• Partner with project managers to monitor job-related financial activity and ensure accurate customer invoicing.
• Prepare and review billing documentation for projects involving contract-specific pricing and public-sector requirements.
• Maintain accurate accounting records across a high volume of projects with varying billing and reporting needs.
• Provide oversight and guidance to office support personnel responsible for payroll processing and administrative activities.
• Review payroll information and coordinate payroll tax reporting and payments across multiple states.
• Monitor compliance with union payroll requirements, benefit contributions, and related reporting obligations.
• Prepare and reconcile payroll-related liabilities, deductions, and benefit expenses.
• Assist with job costing analysis and the evaluation of labor rates and project-related expenses.
• Lead year-end accounting activities, including reconciliations, adjusting entries, and financial statement preparation.
• Coordinate with external accounting professionals to support annual financial statement reviews and related reporting requirements.
• Prepare financial reports and supporting documentation required for government contracts and other regulatory obligations.
• Maintain accounting records and ensure compliance with established policies, procedures, and applicable regulations.
• Analyze financial information to identify discrepancies, evaluate results, and recommend appropriate adjustments.
• Support cash management activities and monitor incoming and outgoing payments.
• Utilize accounting software to maintain financial information, process transactions, and generate reports.
• Identify opportunities to improve accounting procedures, reporting accuracy, and overall office efficiency.
• Collaborate with leadership and project teams to address accounting questions and support business decisions.
• Assist with additional administrative responsibilities and special projects as business needs evolve.

The Office Manager will possess the following:

EXPERIENCE REQUIRED

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field strongly preferred.
• Relevant experience in accounting, office management, or a combination of financial and administrative responsibilities.
• Strong understanding of general ledger accounting, journal entries, reconciliations, and financial statement preparation.
• Experience managing accounts payable, accounts receivable, and project-related billing activities.
• Background in construction, contracting, or another project-based industry preferred.
• Familiarity with job costing, contract billing, or unit-based pricing structures is a plus.
• Experience with multi-state payroll tax compliance and union payroll requirements preferred.
• Understanding of payroll deductions, benefit contributions, and related accounting activities.
• Experience preparing financial information and supporting documentation for external accountants or financial statement reviews.
• Public accounting experience will also be considered.
• Experience working with government contracts, public-sector billing, or compliance reporting preferred.
• Familiarity with Foundation Software or similar construction accounting systems is highly preferred but not required.
• Strong Microsoft Excel skills and the ability to work with accounting and financial reporting software.
• Demonstrated ability to understand accounting transactions, evaluate financial information, and identify potential issues beyond routine data entry.
• Strong analytical and problem-solving skills with the ability to independently research discrepancies and determine appropriate solutions.
• Previous experience supervising, mentoring, or providing direction to administrative or accounting personnel preferred.
• Excellent organizational and time management skills with the ability to manage multiple deadlines and priorities.
• Strong communication and interpersonal skills with the ability to collaborate effectively with leadership, project managers, and external partners.
• High level of accuracy, accountability, and discretion when handling financial and confidential information.
• Self-motivated and dependable with the ability to work independently and take ownership of accounting responsibilities.
• Adaptable and comfortable working in a seasonal, project-driven environment with changing workloads.
• Proactive mindset with a willingness to improve processes, ask questions, and contribute to the organization's overall success.