Accounting Manager

Vanguard ID Systems•Downingtown, PA

12d

About The Position

The Accounting Manager owns the company’s daily accounting function, including accounts receivable, accounts payable, reconciliations, and monthly close. Using QuickBooks Online, Ramp, and Bill.com, this role maintains organized digital financial records, manages collections and vendor payments, and improves processes that support reliable reporting and cash visibility. The role is responsible for keeping receivables more than 30 days past due as low as possible and delivering a dependable monthly close. It takes ownership of collections and vendor payments, proactively pursues approvals, coordinates invoice resolutions with Sales, and escalates delinquent accounts or potential bad debt to leadership. The Accounting Manager also monitors cash and account funding, maintains a rolling 13-week cash-flow forecast, processes payroll each pay cycle, and prepares records and schedules for year-end accounting and external tax preparation. The position supports business decisions through financial insights, stronger reporting, system issue resolution, and process automation.

Requirements

At least 5 years of hands-on accounting or full-cycle bookkeeping experience, including independent responsibility for reconciliations, month-end close, accounts receivable, and accounts payable.
Proficiency with QuickBooks Online and Excel or Google Sheets.
Ability to maintain organized digital records, investigate discrepancies, and independently follow through on approvals and outstanding items.
Clear written and verbal communication skills for customer collections, vendor questions, and financial updates to leadership.
Demonstrated ownership and initiative, including responsibility for recurring work and follow-through without repeated direction.
Analytical problem-solving skills, including investigating discrepancies, testing assumptions, and presenting findings and recommended solutions.
Ability to collaborate with Sales and external partners to resolve issues and keep work moving.
Ability to identify recurring problems and develop more efficient and dependable accounting processes.

Nice To Haves

Familiarity with inventory accounting, work in process, or manufacturing costs.
A degree in Accounting, Finance, or a related field; equivalent practical experience is considered.

Responsibilities

Own the accounts receivable workflow from invoice export through customer payment, collections, and reconciliation; keep records current and follow outstanding balances through resolution.
Export invoices from the order management system into QuickBooks Online, verify their accuracy, and maintain invoices, credit memos, and customer billing records.
Handle daily customer payment activity, including receiving and depositing checks, taking payments by phone, answering payment questions, recording payments to the correct invoices, and reconciling activity across QuickBooks, Bill.com, and bank records.
Generate weekly AR aging reports, contact customers about overdue payments, follow up on payment commitments, and resolve invoice questions with Sales to reduce balances more than 30 days past due.
Follow overdue accounts through payment or approved resolution; obtain leadership decisions on account holds, credit terms, collections referrals, and write-offs, and update customer records.
Own vendor onboarding, bill processing, and payments; keep records current and ensure obligations are approved, funded, and paid on time.
Complete vendor applications, collect W-9s, and establish vendor accounts, payment terms, and verified ACH banking information.
Enter and code bills in Ramp, obtain supporting documentation, and pursue required approvals.
Schedule and process approved payments, coordinate available funds, and ensure payments are accurately recorded in Ramp and QuickBooks Online.
Reconcile vendor statements, payments, and credits; resolve billing questions and maintain digital records for reporting and 1099 preparation.
Own account reconciliations and monthly close, maintaining current books and complete digital financial records.
Reconcile bank, credit-card, payment-clearing, payroll, and other balance-sheet accounts; investigate differences and complete corrections.
Maintain and execute the monthly close checklist, prepare journal entries and supporting schedules, and pursue outstanding documentation and approvals through completion.
Coordinate period locking after leadership review and prepare records and schedules for year-end accounting and external tax preparation.
Monitor daily cash and account funding to ensure payroll, vendor payments, and other obligations are covered when due.
Monitor bank balances, expected receipts, and scheduled payments; maintain balance alerts and identify upcoming funding needs.
Coordinate and execute approved transfers between company accounts, confirm funds are available when needed, and record transfers accurately in QuickBooks.
Maintain a rolling 13-week cash-flow forecast and provide leadership with recommendations on funding needs and payment priorities.
Enter and verify payroll hours, pay adjustments, commissions, deductions, and other inputs; obtain required approvals and process payroll on schedule.
Confirm payroll funding, reconcile payroll and benefit-related transactions, and maintain complete digital records with payroll providers and external accounting partners.
Strengthen reporting, resolve recurring system issues, and reduce manual work through process improvements and automation.