Office Manager

Our client is seeking an Office Manager to oversee daily administrative and operational functions. This role will serve as a central point of coordination across accounting, operations, and customer support, ensuring processes run smoothly and efficiently. The ideal candidate brings strong organizational skills, attention to detail, and experience supporting billing, documentation tracking, and project coordination in a fast-paced environment. Responsibilities Manage day-to-day office operations, ensuring smooth coordination across administrative and operational functions.

Oversee customer invoicing, including preparing, processing, and tracking billing to ensure accuracy and timely collection. Maintain and track insurance documentation, ensuring compliance with internal requirements and external partners. Support project setup, including entering new jobs into internal systems, organizing documentation, and coordinating with internal teams. Serve as a point of contact for internal staff and external partners, assisting with general inquiries and administrative needs.

Maintain organized records and documentation across projects, vendors, and customers. Assist with accounts receivable follow-up and general billing support as needed. Identify opportunities to improve administrative workflows and implement more efficient processes. Provide general office support, including scheduling, coordination, and ad hoc administrative tasks. Qualifications 5+ years of experience in an office management, administrative, or operations support role. Background in a service-based or project-driven environment (construction, field services, maintenance, etc.)

preferred but not required.

Experience with invoicing, billing coordination, or accounts receivable support strongly preferred. Familiarity with tracking compliance-related documentation (e.g., insurance, contracts, vendor records) is a plus. Strong organizational skills with the ability to manage multiple priorities. Proficiency in Microsoft Excel and experience working with accounting or ERP systems preferred. Excellent communication skills and a proactive, detail-oriented approach. Ability to work independently while supporting a collaborative team environment.

Determining compensation for this role (and others) at Vaco/Highspring depends upon a wide array of factors including but not limited to the individual’s skill sets, experience and training, licensure and certifications, office location and other geographic considerations, as well as other business and organizational needs. With that said, as required by local law in geographies that require salary range disclosure, Vaco/Highspring notes the salary range for the role is noted in this job posting.

The individual may also be eligible for discretionary bonuses, and can participate in medical, dental, and vision benefits as well as the company’s 401(k) retirement plan. Additional disclaimer:
Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. 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.

Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products. Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply.

EEO Notice Vaco by Highspring is an Equal Opportunity Employer 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 federal, state or local law.

Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview…