Staff Accountant & Office Manager

Department:
Accounting / Finance & Administration

Location:

In-office position (Framingham, MA)
The Role:

The Accounting & Office Manager is responsible for managing day-to-day accounting functions and office administration while serving as a central point of contact for employees, leadership, vendors, and clients. This role supports financial operations, human resources, field operations, and executive leadership by ensuring accurate financial reporting, efficient administrative workflows, compliance with company policies, and strong internal controls.

Accounting & Financial Operations

• Perform general ledger accounting, including bank, accounts payable (AP), accounts receivable (AR), and credit/collections reconciliations
• Process and reconcile daily AP transactions and manage the AP bill approval workflow
• Serve as backup for weekly vendor AP payments
• Manage AR billing and collections, including client communications for:
• Residential clients (primary point of contact, contract management)
• Commercial clients (primary point of contact)
• Process and reconcile credit card transactions and manage receipt documentation
• Process employee reimbursements as primary payment processor (weekly)
• Support banking transaction processing and reconciliations as backup
• Ensure compliance with GAAP and company financial policies while maintaining transactional integrity

Work Order, Job Costing & Reporting

• Reconcile, job cost, and close daily work orders in the Aspire work order management system
• Support operations teams with open time entry reconciliation and weekly labor approval for payroll
• Assist with snow operations administration, storm tracking, and billing support

Payroll & Time Management

• Support weekly payroll processing as backup
• Assist with new employee onboarding for payroll, benefits, and retirement plans as backup
• Support time tracking, approvals, and payroll-related reporting

Office & Administrative Management

• Oversee daily office operations and administrative workflows
• Serve as the primary point of contact for office communications (phone, email, mail)
• Maintain organized physical and digital filing systems and records
• Order and manage office supplies, uniforms, and field materials
• Coordinate office equipment maintenance and vendor relationships
• Provide administrative support to field managers and crews, including scheduling, job setup, contract tracking, and compliance documentation
• Human Resources & Compliance Support
• Support HR functions including hiring, onboarding, personnel records, benefits administration, and time-off tracking
• Track employee licenses, certifications, training, and compliance documentation
• Assist with employee communications, policy acknowledgments, and disciplinary documentation
• Maintain company policies, procedures, safety documentation, and required acknowledgments
• Serve as a professional point of contact for clients; respond to inquiries and route service requests
• Assist with contract administration, renewals, and customer billing inquiries
• Provide administrative, financial, and reporting support to ownership and senior leadership
• Assist with special projects, audits, and process improvements while handling sensitive information with discretion

Quick Books Online, Aspire, Corrigo, Service Channel, Coupa, Microsoft Office Suite

• Ability to multitask across functions, projects or tasks, including working across multiple software’s/platforms on a daily basis.
• Understanding of accounting principles and procedures.
• Entrepreneurial spirit with passion to drive change.
• Ability to handle confidential information with professionalism.
• Excellent analytical, organizational and problem-solving skills.
• Strong attention to detail and accuracy.
• Good communication, interpersonal and customer service skills.
• 2+ years of experience working in small (growing) office environment.
• Associate or’s degree in accounting (not required) or related field.
• Ability to work in office 5 days per week (not hybrid role).
• Pay Range: Competitive base salary based on experience
• Benefits include : health, dental and vision insurance, paid time off, holidays, and retirement options
• Schedule: Full-time, Monday–Friday
• Hours: Typically 8:00 AM–5:00 PM (flexibility may be required during peak seasons or special operations, including snow events)

Work Location: In-office position (Framingham, MA)