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 Responsibilities
Accounting & 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.
How to apply.
Apply through TopOneHire and we forward your application to the hiring employer. TopOneHire is a publisher and listings platform — we do not screen, interview, or make hiring decisions.