Finance and Office Manager

Position Summary

VEO Ophthalmics is seeking an experienced, detail-oriented Finance and Office Manager to oversee the company's day-to-day accounting, financial management, payroll, and administrative operations.

This position serves as the primary accounting and finance professional within the organization and is responsible for maintaining accurate financial records, managing cash flow, supporting executive decision-making, and ensuring the efficient operation of financial and administrative processes.

The ideal candidate is highly organized, analytical, self-directed, and comfortable managing multiple responsibilities in a growing business environment.

Key Responsibilities

Accounting & Financial Management

• Oversee daily accounting operations, including accounts payable, accounts receivable, general ledger, and financial reporting.
• Manage the chart of accounts, journal entries, expense allocations, and general ledger maintenance.
• Perform monthly, quarterly, and annual closing procedures, including account reconciliations and adjusting entries.
• Prepare and analyze financial statements, management reports, and financial information for executive leadership.
• Develop and maintain cash flow forecasts, budgets, and financial projections.
• Monitor daily cash positions, bank balances, outstanding obligations, and anticipated receipts to support liquidity management.
• Manage revenue recognition and ensure transactions are accurately recorded in accordance with applicable accounting standards.
• Maintain financial records and supporting documentation for inventory transactions and reconciliations.
• Coordinate annual tax preparation, year-end adjustments, and financial reporting with the company's external CPA.
• Support financial audits, regulatory reviews, and compliance-related documentation requests.

Accounts Payable & Accounts Receivable

• Manage the full accounts payable cycle, including invoice processing, coding, approvals, payment scheduling, and vendor reconciliations.
• Manage accounts receivable, including customer invoicing, payment application, account reconciliation, collections, and aging analysis.
• Monitor outstanding receivables and follow up with customers regarding overdue balances, payment discrepancies, and remittance information.
• Prioritize vendor payments based on available cash, operational requirements, and payment terms.
• Maintain vendor and customer records, resolve account discrepancies, and coordinate payment-related communications.
• Prepare and process electronic payments, ACH transactions, wire transfers, and other banking activities.
• Prepare purchase orders and coordinate purchasing documentation with vendors and internal departments.

Payroll & Human Resources Administration

• Coordinate and process employee payroll, including compensation adjustments, commissions, bonuses, deductions, and payroll corrections.
• Maintain payroll records and reconcile payroll-related general ledger accounts.
• Administer employee benefits and coordinate with insurance carriers and third-party service providers.
• Support employee onboarding, offboarding, and maintenance of personnel records.
• Track employee paid time off, accruals, and applicable separation payments.
• Assist with HR administration, employee documentation, and employment-related compliance requirements.

Banking, Treasury & Financial Controls

• Manage day-to-day banking activities, including account monitoring, transfers, deposits, and reconciliations.
• Prepare cash availability reports and communicate financial obligations and anticipated cash requirements to executive leadership.
• Monitor cash inflows and outflows to support payroll, vendor payments, and operational expenditures.
• Maintain financial records, internal controls, and procedures designed to safeguard company assets.
• Identify opportunities to improve accounting processes, reporting accuracy, and operational efficiency.

Operations & Administrative Management

• Oversee general office administrative functions and coordinate with outside vendors and service providers.
• Coordinate purchasing activities, including purchase order preparation, supply ordering, and vendor communications.
• Assist with the administration and renewal of company insurance policies.
• Maintain accounting systems, financial records, and related administrative processes.
• Collaborate with executive leadership and other departments to resolve operational and financial issues.
• Support special projects and other business initiatives as assigned.

Required Qualifications, Skills & Experience

• Bachelor's degree in Accounting, Finance, Business Administration, or a related field; equivalent professional experience may be considered.
• Minimum of five years of progressively responsible accounting or financial management experience, preferably in a small to mid-sized business environment.
• Demonstrated proficiency in QuickBooks Desktop, including general ledger management, accounts payable, accounts receivable, bank reconciliations, journal entries, and financial reporting.
• Microsoft Excel proficiency, including PivotTables, XLOOKUP/VLOOKUP, SUMIFS, complex formulas, data analysis, and financial reporting.
• Experience managing the full accounting cycle, including month-end and year-end closing procedures.
• Experience preparing cash flow forecasts, budgets, financial projections, and management reports.
• Working knowledge of payroll processing, payroll reconciliations, employee compensation, and payroll-related compliance requirements.
• Experience administering or supporting employee benefits, personnel documentation, and general HR functions.
• Experience with banking operations, cash management, electronic payments, ACH transactions, and wire transfers.
• Strong accounts receivable management experience, including collections, aging analysis, customer reconciliations, and payment application.
• Experience coordinating with external CPAs, auditors, financial institutions, and third-party service providers.
• Excellent organizational and time-management skills, with the ability to manage competing priorities and meet critical deadlines.
• Demonstrated ability to work independently, exercise sound financial judgment, identify discrepancies, and resolve complex accounting issues.
• Strong written and verbal communication skills, including the ability to communicate financial information effectively to executive leadership.
• High degree of accuracy, attention to detail, discretion, and confidentiality when handling financial and employee information.
• Ability to develop, document, and improve accounting procedures, internal controls, and administrative processes.
• Proficiency with Microsoft Office applications, including Outlook and Word.

Preferred Qualifications

• Experience working in the medical device, healthcare, manufacturing, or distribution industries.
• Familiarity with inventory accounting, purchasing processes, and related financial controls.
• Experience supporting a growing organization with evolving financial reporting and operational requirements.
• Experience serving as the primary accounting or finance professional within an organization.
• Experience working directly with executive leadership on financial planning, cash management, and operational decisions.

Work Environment

This is a full-time, on-site position requiring regular collaboration with executive leadership, internal departments, external accounting professionals, vendors, and other business partners.

The successful candidate must be comfortable working independently, managing multiple priorities, and maintaining accuracy and confidentiality in a dynamic business environment.

Pay: From $70,000.00 per year

Benefits:

• Dental insurance
• Paid time off
• Vision insurance

Experience:

• QuickBooks: 3 years (Required)

Work Location: In person