Bookkeeper and Office Manager POST NUMBER: 444861
The ideal candidate will have construction industry experience and be comfortable using SAGE.
Daily Responsibilities
- Assign job numbers, enter into SAGE, and order Certificates of Insurance as required
- Open and distribute mail; allocate AP invoices to General Ledger or Job Cost
- Make bank deposits via Remote Deposit Capture
- Request wallcovering pricing for estimators and maintain quote documentation
- Resolve AP/AR and miscellaneous issues
Weekly Responsibilities
- File maintenance, AR posting, and pre-qualification info updates for estimators
- Attend Thursday staff meetings at 7:30 AM
- Mark completed jobs from prior week; coordinate payroll deadlines with ADP
- Upload 401k payroll files to The Retirement Plan Company
- Provide account balances to leadership after weekly bill payments
- Invoice completed jobs and send via SAGE or customer-specific portals
Monthly & Semi-Monthly Responsibilities
- Process office payroll via ADP (15th & 31st); track PTO for office staff
- Invoice ongoing contract jobs (typically due 20th–25th); follow contractor-specific billing methods
- File TN Sales & Use Tax and other required tax returns
- Run and review Job Cost Reports; correct errors; provide to executives
- Reconcile checking accounts; post transactions in SAGE
- Generate and distribute financial reports (Trial Balance, Balance Sheet, Income Statement)
- Review aged AR report and follow up on overdue invoices
Quarterly Responsibilities
- Review and archive payroll reports; address any ADP issues
Annual Responsibilities
- Coordinate renewals for medical and business insurance (WC & GL) by Sept 30
- Assist with CPA financial audit, 401k compliance audit, and insurance audits
- Audit annual payroll totals
- Distribute W-2s and 1095s
Additional Duties
- Serve as backup for Payroll and AP Clerks during vacations
- Manage company cell phone and office phone contracts and billing
Requirements:
- SAGE system experience
- 5 years experience in bookkeeping and office management
- Able to work fully in office Monday – Friday 7:30-4:30
Title : Office Manager / Bookkeeper
Pay: $33/hour - $38/hour, depends on experience
Location: Nashville, TN
Schedule: 100% in office, 7:30-4:30 Monday – Friday
Type of role: Temp to hire
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.
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 process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com .
Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.
By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal.
Privacy Notice
Vaco by Highspring and its parents, affiliates, and subsidiaries (“we,” “our,” or “Vaco by Highspring”) respects your privacy and are committed to providing transparent notice of our policies.
- California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
- Virginia residents may access our state specific policies here.
- Residents of all other states may access our policies here.
- Canadian residents may access our policies in English here and in French here.
- Residents of countries governed by GDPR may access our policies here.
Pay Transparency Notice
Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:
- the individual’s skill sets, experience and training;
- licensure and certification requirements;
- office location and other geographic considerations;
- other business and organizational needs.
With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.