Office Manager / Accounting Manager

Bailey’s is looking for a highly accurate, organized, and financially minded Office Manager to oversee the company’s accounting and financial administrative functions.

This is a full-time leadership position for someone who is highly experienced with QuickBooks, understands accounting processes, and takes extreme pride in accuracy.

While our front-office team will handle most day-to-day customer service responsibilities, the Office Manager will be responsible for the financial organization of the company, including accounts receivable, accounts payable, deposits, transaction coding, reconciliations, and financial reporting.

This person will play a major role in helping leadership understand the financial health of the company and ensuring our financial records are accurate, organized, and up to date.

About Bailey’s

Bailey’s is a locally and privately owned automotive company that began in 2012 offering paintless dent repair services. Since then, we have continued to grow and expand into vehicle detailing, marine detailing, collision repair, and other automotive services.

We believe strong leadership, communication, financial stability, teamwork, and a genuine desire to help our customers and team members are important parts of our success.

Job Overview

The Office Manager will oversee the financial and accounting-related administrative functions of Bailey’s.

This position requires someone who is extremely detail-oriented, highly proficient in QuickBooks, and capable of accurately managing a large number of financial transactions.

The Office Manager will work closely with the CEO and management team to ensure financial information is current, accurate, properly categorized, and useful for making business decisions.

This role is expected to take ownership of the company’s financial administrative systems, assist with HR and employee onboarding, and lead the administrative team as Bailey’s continues to grow.

Reports To: CEO

What We’re Looking For

We’re looking for someone who:

• Is extremely accurate and detail-oriented
• Has advanced knowledge of QuickBooks
• Understands proper accounting and bookkeeping procedures
• Can correctly categorize and label transactions with a high level of accuracy
• Takes ownership of financial records and reporting
• Can identify discrepancies and investigate problems
• Is highly organized and able to maintain accurate documentation
• Understands the importance of consistency in financial data
• Can manage multiple deadlines and recurring accounting responsibilities
• Is comfortable working with confidential financial and employee information
• Has strong problem-solving skills
• Can work independently without constant supervision
• Can communicate financial information clearly to management
• Is comfortable asking questions when financial information is unclear
• Can create and improve financial and administrative processes
• Can train, lead, and delegate responsibilities to other administrative employees
• Takes responsibility for ensuring work is completed correctly and on time
• Is dependable, professional, and trustworthy

Required Skills & Experience

• Strong experience using QuickBooks
• Previous bookkeeping, accounting, office management, or financial administration experience
• Experience managing accounts receivable
• Experience managing accounts payable
• Experience with bank deposits and cash reconciliation
• Experience reconciling bank and credit card accounts
• Strong understanding of income and expense categorization
• Strong Microsoft Excel skills
• Strong organizational and record keeping skills
• Ability to work with confidential company, employee, and financial information
• Ability to identify and correct financial discrepancies
• Ability to maintain a high level of accuracy while managing a large volume of transactions
• Ability to pass applicable drug screening and background check

Helpful Experience — But Not Required

Experience with any of the following is beneficial:

• Automotive collision repair or automotive service industry
• CCC ONE or other collision estimating software
• Insurance payments and claim-related receivables
• Payroll administration
• Human resources administration
• Employee on boarding and training
• Financial reporting
• Budgeting
• Cash-flow management
• Inventory accounting
• Job costing
• CPA or outside accounting firm coordination

Primary Responsibilities

Accounts Receivable

• Manage all accounts receivable
• Record and apply customer and insurance payments accurately
• Monitor outstanding balances
• Maintain accurate customer account records
• Follow up on unpaid invoices and overdue accounts
• Research payment discrepancies
• Ensure payments are applied to the correct repair orders, customers, and accounts
• Maintain accurate documentation for receivables
• Provide management with updates on outstanding A/R

Accounts Payable

• Manage all accounts payable
• Enter bills accurately into QuickBooks
• Verify invoices before payment
• Ensure expenses are categorized to the correct accounts
• Maintain vendor records
• Reconcile vendor statements
• Identify duplicate, incorrect, or questionable charges
• Schedule and process payments
• Maintain documentation for all bills and payments
• Communicate with vendors regarding invoice or account discrepancies

Deposits & Cash Management

• Prepare and record weekly deposits
• Verify cash, checks, credit card payments, and electronic payments
• Ensure deposits match internal records
• Accurately record deposits in QuickBooks
• Investigate discrepancies between deposits and recorded sales
• Maintain documentation supporting all deposits
• Help maintain accurate cash-flow records

QuickBooks & Accounting Accuracy

• Maintain accurate and organized QuickBooks records
• Ensure every transaction is properly categorized
• Maintain a consistent chart of accounts
• Establish clear guidelines for how income, expenses, vendors, departments, and transactions should be categorized
• Train appropriate team members on proper coding, documentation, and categorization procedures
• Delegate certain financial entry or categorization responsibilities when appropriate
• Review work completed by others to ensure transactions are categorized correctly and consistently
• Correct miscoded or improperly categorized transactions
• Reconcile bank accounts
• Reconcile credit card accounts
• Review financial entries for accuracy
• Maintain accurate vendor and customer records
• Ensure transactions are entered consistently across the company
• Work with management and outside accountants to resolve accounting questions
• Maintain clean financial records throughout the year rather than waiting until year-end

Financial Reporting & Management Support

• Prepare regular financial reports for ownership and management
• Assist in reviewing profit and loss statements
• Help monitor company expenses
• Track accounts receivable and accounts payable trends
• Help management monitor cash flow
• Identify unusual expenses, financial discrepancies, or changes in spending
• Provide accurate financial information to support business decisions
• Assist with budgeting and forecasting
• Assist with year-end financial preparation and tax documentation

Financial Leadership

The Office Manager will be expected to take a leadership role in the company's financial organization.

This includes:

• Taking ownership of the accuracy of the company's financial records
• Maintaining strong financial controls
• Ensuring accounting procedures are followed consistently
• Establishing financial coding and categorization standards for the company
• Delegating appropriate financial tasks to team members and ensuring they understand the correct procedures
• Reviewing delegated work for accuracy and consistency
• Coaching team members when financial entries, documentation, or categorization are incorrect
• Identifying financial errors and correcting them
• Creating systems that improve financial accuracy and efficiency
• Helping management understand the financial position of the company
• Monitoring financial trends and bringing concerns to management
• Working closely with the CEO on financial planning and decision-making
• Coordinating with the company's CPA, payroll provider, financial institutions, and other financial partners
• Helping ensure Bailey’s remains financially organized as the company continues to grow

HR & Administrative Leadership

The Office Manager will also support the company’s HR and administrative functions and help develop the administrative team as Bailey’s grows.

Responsibilities may include:

• Assist management with on boarding new employees
• Help ensure new-hire paperwork, policies, forms, and required documentation are completed accurately
• Assist with employee orientation and initial training
• Help coordinate training and ensure employees understand company procedures relevant to their positions
• Maintain organized and confidential employee records
• Assist management with employee benefits and other HR-related administrative tasks
• Review and maintain employee time-clock records
• Help develop and document administrative procedures and training materials
• Train new administrative employees on company systems, procedures, expectations, and responsibilities
• Provide ongoing training and guidance to administrative staff
• Delegate administrative responsibilities based on workload, employee roles, and company needs
• Clearly communicate expectations and deadlines for delegated work
• Follow up on delegated responsibilities to ensure work is completed accurately and on time
• Review the quality and accuracy of work completed by administrative staff
• Reassign responsibilities and improve workflows as the administrative department grows
• Help develop an administrative structure that can support Bailey’s continued growth

Additional Administrative Responsibilities

While the primary focus of this position is accounting and financial management, the Office Manager will also be expected to support the front office when needed.

This may include:

• Providing backup coverage for the front office during breaks, absences, or busy periods
• Answering incoming phone calls and assisting or directing customers when needed
• Greeting customers and vendors when front-office coverage is unavailable
• Assisting with customer questions when appropriate
• Company insurance documentation
• Vendor agreements
• Financial filing and record retention
• Financial portions of company policies and procedures
• Special projects assigned by the CEO

Benefits

Bailey’s offers:

• Health insurance
• Dental and vision insurance
• Paid time off
• Flexibility with time off
• Retirement plan with company match up to 3%
• Supplemental insurance
• Costco membership
• Paid training
• Opportunities to learn new skills
• Opportunities for growth and advancement
• Company attire
• Shop-use benefits
• Employee discounts on parts and services
• Opportunities to volunteer and give back to the community

Position: Full-Time
Location: Fargo, ND
Reports To: CEO

If you are highly skilled in QuickBooks, extremely accurate with financial records, comfortable leading and training others, and enjoy taking ownership of the financial organization of a growing company, we’d like to hear from you.

Apply today to join the Bailey’s team.