Accounting Office Manager

Position: Office & Accounting Lead

Location: Hayward, CA 94545

Schedule: Monday – Friday 7:30am-4pm | 100% Onsite | TTH

Compensation: $32.00 – $37.00/hr. DOE

Position Overview:

A growing and fast-paced organization is seeking an experienced Office & Accounting Lead to oversee daily accounting operations, office administration, and team workflow management. This role serves as the operational backbone of the office, ensuring financial accuracy, process compliance, and efficient day-to-day operations. The ideal candidate is a hands-on leader who thrives in a multi-functional environment, takes ownership of responsibilities, and maintains high standards for accuracy, accountability, and follow-through. This is a fully onsite position requiring strong collaboration, active supervision, and a proactive approach to problem-solving and operational support.

Key Responsibilities

Accounting Operations & Quality Control

• Review and approve accounts payable transactions, vendor payments, and billing entries prior to processing to ensure accuracy and compliance.
• Oversee daily revenue reconciliation, accounts receivable tracking, and collections follow-up activities.
• Perform and review bank reconciliations and account balancing while identifying and resolving discrepancies in a timely manner.
• Support payroll processing and ensure deadlines, documentation, and compliance requirements are met.
• Assist with month-end close activities and maintain accurate financial records.

Office Operations & Process Management

• Maintain and enforce office standard operating procedures (SOPs) to ensure consistency and accountability across workflows.
• Serve as the primary point of contact for vendor communication, office coordination, and administrative operations.
• Monitor shared inboxes and communication channels to ensure prompt and professional responses.
• Oversee office supply inventory and support efficient office functionality.

Leadership & Team Oversight

• Provide daily direction, workflow oversight, and quality review for Office & Accounting Assistants.
• Conduct regular employee check-ins, provide coaching and performance feedback, and escalate concerns with proper documentation when necessary.
• Support onboarding and training of new office and accounting staff members.
• Foster a collaborative and accountable team environment focused on accuracy and operational excellence.

Reporting & Cross-Functional Coordination

• Prepare internal reports including AR aging, expense summaries, reconciliation status, and operational updates.
• Coordinate with operations teams regarding billing accuracy, work order documentation, and job costing support.
• Proactively identify process gaps, operational inefficiencies, or discrepancies and recommend practical solutions.

Minimum Qualifications

• 3–5 years of accounting, office operations, or administrative leadership experience required.
• Minimum of 1 year supervising or leading office/accounting staff.
• Demonstrated experience owning AP/AR processes, reconciliations, and close activities — not solely supporting them.
• Strong understanding of accounting operations including accounts payable, accounts receivable, reconciliations, collections, and financial documentation.
• Proficiency with QuickBooks or comparable accounting software strongly preferred.
• Advanced organizational and multitasking abilities with strong attention to detail and accuracy.
• Excellent written and verbal communication skills with the ability to manage vendor, customer, and internal communications professionally.
• Ability to work independently, prioritize multiple workflows, and take initiative in a fast-paced environment.
• Previous experience in a small business or multi-function office environment highly preferred.
• Strong problem-solving skills with the ability to identify issues proactively and implement effective solutions.

What Success Looks Like

• Accurate and timely completion of AP, AR, reconciliation, and reporting processes.
• Strong adherence to office procedures and operational standards across the team.
• Prompt and professional communication with vendors, customers, and internal departments.
• Effective team oversight with ongoing coaching, accountability, and documented follow-through.