Office Manager (Business Office)

Position Summary: The Office Manager is responsible for managing and supervising clerical staff supporting accounts payable, accounts receivable, payroll, and general administrative operations. This role ensures accurate financial transaction processing, compliance with internal controls, and timely business office support. The Office Manager maintains workflow efficiency, oversees clerical staff performance, and ensures accuracy in both administrative and financial recordkeeping.

Key Responsibilities

Staff Supervision

• Manage, train, and evaluate clerical staff in AP, AR, payroll, and general office administration.
• Assign responsibilities, set priorities, and monitor accuracy of financial and clerical tasks.
• Provide coaching and cross-training to build a versatile and effective team.

Financial Operations Oversight

• Oversee processing of vendor invoices, purchase orders, and vendor payments (Accounts Payable).
• Supervise clerical staff in posting and reconciling customer payments, invoicing, and collections (Accounts Receivable).
• Ensure accurate and timely payroll processing support, including timesheet validation and payroll record maintenance.
• Review and approve clerical entries for accuracy, completeness, and compliance with accounting standards and company policies.

Office & Process Management

• Implement efficient workflows for clerical financial tasks to ensure accuracy and timeliness.
• Monitor internal controls related to financial transactions.
• Serve as liaison between clerical staff and accounting/leadership teams.
• Oversee administrative operations such as filing systems, correspondence, and supply management.

Communication & Reporting

• Prepare weekly and monthly status reports for AP, AR, and payroll activity.
• Provide leadership with updates on workflow status, accuracy, and deadlines.
• Coordinate with accounting, HR, and operations departments to support cross-functional processes.

Required Qualifications

• Associate’s degree in Business, Accounting, or related field (Bachelor’s preferred).
• 3–5 years of experience in administrative/clerical supervision, with exposure to AP, AR, and payroll functions.
• Strong knowledge of bookkeeping and accounting principles (basic debits/credits).
• Proficiency in Microsoft Office Suite and accounting/ERP systems (QuickBooks, NetSuite, or similar).

Skills for Success

To excel in this role, the Office Manager should demonstrate the following:

Technical/Financial Skills

• Knowledge of AP/AR processes (invoice matching, aging schedules, reconciliations).
• Understanding of payroll processing basics (time entry, compliance, confidentiality).
• Ability to review clerical work for accuracy and compliance.
• Strong Excel skills for reconciliations, reporting, and tracking.

Leadership & Management Skills

• Supervisory skills to guide and motivate clerical staff.
• Ability to set clear expectations, delegate effectively, and follow up on performance.
• Conflict resolution and coaching skills for developing team members.

Organizational Skills

• Excellent attention to detail for reviewing financial transactions.
• Ability to prioritize multiple deadlines (vendor payments, payroll runs, month-end tasks).
• Process improvement mindset to streamline clerical operations.

Communication & Professionalism

• Clear verbal and written communication with staff, vendors, and leadership.
• Strong interpersonal skills to manage both internal and external relationships.
• Confidentiality and integrity when handling sensitive financial and payroll information.

Physical Requirements:   

• Prolonged periods sitting at a desk and working on a computer.  
• Must be able to lift to 15 pounds at a time.   

What We Offer:

• Competitive salary and benefits package.
• Opportunities for professional development and career advancement.
• A dynamic work environment with a supportive team culture.
• Benefits and time off packages 

Greenstone Electrical Services, LLC is an equal opportunity employer that is committed to diversity and inclusion in the workplace.  We prohibit discrimination and harassment of any kind based on race, color, sex, age, religion, sexual orientation, nationality, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local law.  

Join us in shaping the financial future of Greenstone! We look forward to welcoming you to our team.