Office Manager

Vaco by Highspring; Shively (KY); On-site; USD 45,000 - 65,000; Full time

Job summary

Vaco by Highspring is seeking an Office Manager to oversee daily administrative and financial operations. The role focuses on maintaining an organized work environment, accurate financial processing, and a positive employee experience.

The candidate will manage AP/AR, payroll administration, benefits coordination, and general office operations in a fast-paced setting. Strong organizational and communication skills are essential, with experience in HRIS and accounting tools preferred.

Qualifications

• Requires 3+ years of experience in office management, accounting, payroll, or related roles.
• Strong organizational, communication, and problem-solving skills are essential.
• Working knowledge of Accounts Payable, Accounts Receivable, Payroll, and Benefits Administration.

Responsibilities

• Manage daily office operations for an organized, efficient workplace.
• Coordinate vendors, supplies, and facility-related needs; maintain records and documentation.
• Process AP invoices and ensure timely payments; reconcile statements and manage ACH/wires.
• Process AR invoices and receipts; monitor aging and collections; assist month-end close.
• Oversee payroll administration, deductions, and year-end reporting; respond to payroll inquiries.
• Administer employee benefits programs and onboarding; support benefits changes and open enrollment.
• Prepare financial and operational reports; support audits and improve controls and efficiencies.

Skills

Organizational skills

Communication skills

Problem-solving

Education

Bachelor’s/Associate degree in related field

Tools

Excel

HRIS systems

Accounting software

Job description

Vaco has partnered with a company looking for an office manager to join their team!

The Office Manager is responsible for overseeing the day-to-day administrative and financial operations of the office while ensuring efficient workflow, accurate financial processing, and a positive employee experience. This role manages accounts payable, accounts receivable, payroll administration, employee benefits coordination, and general office operations. The ideal candidate is highly organized, detail-oriented, and capable of balancing multiple priorities in a fast-paced environment.

Key Responsibilities

Vaco has partnered with a company looking for an office manager to join their team!

The Office Manager is responsible for overseeing the day-to-day administrative and financial operations of the office while ensuring efficient workflow, accurate financial processing, and a positive employee experience. This role manages accounts payable, accounts receivable, payroll administration, employee benefits coordination, and general office operations. The ideal candidate is highly organized, detail-oriented, and capable of balancing multiple priorities in a fast-paced environment.

Office Administration

• Manage daily office operations to ensure an organized, efficient, and professional work environment.
• Coordinate office supplies, equipment, vendors, and facility-related needs.
• Maintain company records, employee files, and operational documentation.
• Serve as the primary point of contact for office-related inquiries and vendor communications.
• Support leadership with administrative projects and reporting as needed.

Accounts Payable (AP)

• Process vendor invoices and ensure timely and accurate payment of obligations.
• Match invoices to purchase orders and supporting documentation.
• Reconcile vendor statements and resolve discrepancies.
• Manage ACH payments, wire transfers, and check runs.
• Maintain vendor records, W-9 documentation, and assist with annual 1099 reporting.
• Monitor AP aging and ensure compliance with company policies and procedures.

Accounts Receivable (AR)

• Generate customer invoices and process incoming payments.
• Apply cash receipts accurately and reconcile customer accounts.
• Monitor outstanding balances and perform collection activities as needed.
• Investigate and resolve billing discrepancies and customer inquiries.
• Prepare AR aging reports and provide updates to management.
• Support month-end closing activities related to receivables.

Payroll Administration

• Process biweekly, semi-monthly, or weekly payroll accurately and on schedule.
• Maintain payroll records, employee deductions, and earnings information.
• Ensure compliance with federal, state, and local payroll regulations.
• Coordinate payroll changes including new hires, terminations, promotions, and benefit deductions.
• Assist with payroll tax filings, W-2 preparation, and year-end reporting.
• Respond to employee payroll-related questions and issues.

Benefits Administration

• Administer employee benefits programs including medical, dental, vision, life insurance, disability, and retirement plans.
• Coordinate onboarding and benefits enrollment for new employees.
• Manage employee benefit changes, qualifying life events, and terminations.
• Assist with annual open enrollment activities and employee communications.
• Serve as a liaison between employees and benefit providers.
• Maintain compliance with applicable benefit regulations and reporting requirements.

Financial Reporting & Compliance

• Assist with monthly, quarterly, and year-end closing processes.
• Prepare financial and operational reports for leadership.
• Support audits and provide requested documentation.
• Identify opportunities to improve processes, controls, and efficiencies.
• Ensure compliance with company policies and applicable regulations.

Qualifications

• Associate's or Bachelor's degree in Accounting, Business Administration, Human Resources, or a related field preferred.
• 3+ years of experience in office management, accounting, bookkeeping, payroll, or related roles.
• Working knowledge of Accounts Payable, Accounts Receivable, Payroll, and Benefits Administration.
• Proficiency in Microsoft Office Suite, particularly Excel.
• Experience with accounting, payroll, and HRIS systems preferred.
• Strong organizational, communication, and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive information.

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].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

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

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• 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).