Accounting and Administrative Manager

Accounting and Administrative Manager

Job Title: Accounting and Administrative Manager
Department: Finance & Administration
Reports To: Owner
Location: Western Massachusetts
Employment Type: Full-Time

Position Summary

The Accounting and Administrative Manager is responsible for overseeing the organization’s day-to-day accounting, financial administration, and general office operations. This position ensures accurate financial records, timely reporting, effective internal controls, and efficient administrative processes.

The ideal candidate is highly organized, detail-oriented, dependable, and comfortable managing multiple priorities while maintaining confidentiality and accuracy.

Key ResponsibilitiesAccounting & Finance

• Manage daily accounting activities, including accounts payable, accounts receivable, cash receipts, cash disbursements, and general ledger transactions.
• Maintain accurate and up-to-date financial records in accordance with company policies and applicable accounting standards.
• Prepare and process monthly, quarterly, and annual financial reports.
• Perform bank, credit card, and general ledger reconciliations.
• Monitor cash flow, outstanding receivables, and vendor balances.
• Prepare invoices, track payments, and follow up on outstanding accounts.
• Review and process vendor invoices and ensure timely payments.
• Assist with budgeting, forecasting, and financial analysis.
• Coordinate payroll processing and maintain accurate payroll-related records.
• Assist with year-end close and provide documentation to external accountants or auditors.
• Maintain appropriate financial controls and ensure compliance with company policies.
• Monitor expenses and identify discrepancies or opportunities for improved financial efficiency.

Administrative Management

• Oversee day-to-day administrative and office operations.
• Develop and maintain efficient administrative procedures and systems.
• Manage office supplies, equipment, vendors, and service providers.
• Coordinate calendars, meetings, correspondence, and other administrative activities as needed.
• Maintain organized electronic and physical files and records.
• Assist management with reports, presentations, and special projects.
• Support onboarding and administrative processes for employees.
• Ensure company records, licenses, contracts, and other administrative documents are properly maintained.
• Serve as a point of contact for vendors, employees, customers, and external professionals.

Compliance & Internal Controls

• Maintain confidentiality of financial, employee, and company information.
• Ensure accounting and administrative practices comply with applicable laws, regulations, and company policies.
• Establish and maintain appropriate controls over financial transactions and records.
• Assist with insurance, tax, licensing, and regulatory documentation as needed.

Qualifications

• Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred.
• 3–5+ years of progressive accounting and administrative experience.
• Strong knowledge of general accounting principles and financial reporting.
• Experience with accounting software and Microsoft Office, particularly Excel.
• Experience with payroll, accounts payable, accounts receivable, and reconciliations.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Ability to handle confidential information with discretion.
• Strong written and verbal communication skills.
• Ability to work independently, prioritize responsibilities, and meet deadlines.
• Strong problem-solving and analytical abilities.

Preferred Qualifications

• Experience managing accounting and administrative functions in a small or mid-sized organization.
• Experience with [QuickBooks / NetSuite / Sage / other accounting system].
• Experience coordinating payroll and benefits administration.
• Familiarity with budgeting, cash-flow management, and financial analysis.
• Experience working with external accountants, auditors, banks, insurance providers, or other professional service providers.

Key Competencies

• Financial Accuracy: Maintains reliable and accurate financial records.
• Organization: Effectively manages multiple responsibilities and deadlines.
• Confidentiality: Exercises sound judgment when handling sensitive information.
• Accountability: Takes ownership of responsibilities and follows through on commitments.
• Communication: Communicates clearly and professionally with employees, management, customers, and vendors.
• Problem Solving: Identifies issues and develops practical solutions.
• Attention to Detail: Thorough and precise in financial and administrative work.
• Leadership: Provides direction and support to administrative staff and helps improve organizational processes.

Compensation & Benefits

Salary: $75-100k annually, depending on experience and qualifications.

Benefits may include:

• Health, dental, and vision insurance
• 401(k) or retirement plan
• Paid time off and holidays
• [Bonus/incentive program]
• [Life/disability insurance]
• [Other benefits]

Equal Opportunity Statement

[Company Name] is an equal opportunity employer. We are committed to creating an inclusive workplace and do not discriminate based on legally protected characteristics.

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