Administrative services manager Jobs in USA

About Us

We are a manufacturer and distributor of precision sample preparation and analysis equipment, serving technical and industrial markets, globally, for over 53 years. With a close-knit team of 10 employees, we operate in a highly specialized and detail-driven industry where accuracy, responsiveness, and operational excellence matter.

As we continue to fine tune our performance and operational excellence, we have an opening for: Manager – Accounting & Administrative Services.

This position will serve as the operational and financial backbone of the organization.

Position Overview

This is a hands-on role responsible for:

• Bookkeeping & general accounting
• Cash management
• HR administration
• Contract & insurance review
• Reporting & financial analysis
• Process development and operational improvement

In a small, agile company, this role is critical. You will work directly with leadership and have meaningful influence on systems, structure, and operational success.

Key Responsibilities

Financial & Accounting Management

• Manage Accounts Receivable & Accounts Payable
• Perform bank reconciliations
• Maintain the General Ledger
• Lead month-end and year-end close
• Prepare and file 1099s
• Conduct financial analysis for major asset acquisitions
• Manage LIFO inventory accounting
• Oversee non-inventory purchases
• Maintain banking relationships
• Support cash flow management

Reporting & Business Analysis

• Prepare daily, weekly, and monthly operational reports
• Generate and reconcile monthly and annual financial statements
• Provide financial insights to support decision making
• Manage customer credit worthiness process

Human Resources & Administrative Oversight

• Perform employee onboarding
• Manage employee benefits administration
• Review insurance packages and renewals
• Maintain policies and procedures
• Review contracts and agreements

Role Evolution

This is not a static position.

You will help:

• Define and refine the scope of the role
• Improve and document operating procedures
• Identify efficiencies in accounting and administration
• Streamline workflows
• Fine tune internal processes

We are looking for someone with a contemporary skillset who will increase operational speed and effect timely execution of daily and monthly accounting and administrative activities.

Qualifications

Required:

• Strong bookkeeping and general accounting knowledge
• Experience with month-end close processes
• Proficiency in Microsoft Excel, Outlook, and Word
• Excellent organizational and time-management skills
• Strong written and verbal communication skills
• Ability to manage multiple priorities in a small-company environment

Preferred:

• Experience in distribution, inventory accounting, or equipment sales
• Familiarity with ERP or CRM systems
• HR administration experience
• Experience with LIFO accounting

Ideal Candidate

You are:

• Detail-oriented and analytical
• Comfortable wearing multiple hats
• Self-directed and dependable
• Discreet with confidential information
• Motivated by building streamlined, efficient and accurate workflows

In a 10-person organization, every team member matters. This role carries visibility, responsibility, and impact.