Office Manager

Role Summary

The Office Manager is responsible for overseeing and managing the company’s core administrative and financial support functions. This role ensures the efficient operation of accounts receivable, accounts payable, payroll processing, and human resources administration, while also supporting general office operations and executive needs.

The ideal candidate brings strong financial acumen, operational discipline, and experience supporting field‑based operations in a high‑volume, deadline‑driven environment.

• Oversee high‑volume customer billing for equipment rentals, sales, fuel charges, damage waivers, transportation fees, and related services
• Ensure accurate and timely invoice generation in alignment with contract terms
• Manage full life‑cycle AR to reduce Days Sales Outstanding (DSO)
• Reconcile AR ledger to general ledger and resolve discrepancies
• Prepare aging reports and provide regular updates on receivables status
• Maintain accurate customer billing requirements and records
• Process credit memos and adjustments as needed

• Oversee key stages of the AP process: requisition, PO creation & approval, receiving, invoice capture & validation with three‑way matching
• Ensure proper transaction coding, approvals, and adherence to internal controls
• Assist in completing various vendor MSA (Master Service Agreement) requirements
• Ensure timely and accurate payment of vendors
• Reconcile vendor statements and resolve discrepancies
• Maintain organized AP files and documentation

• Partner with HR and operations to ensure accurate timekeeping and reporting
• Process payroll accurately and on schedule
• Prepare reports for management
• Address employee payroll inquiries in a timely manner

• Manage new hire onboarding and employee offboarding processes
• Coordinate candidate Drug & Alcohol testing
• Maintain employee personnel files and HR documentation
• Ensure compliance with employment laws and internal policies
• Assist with employee relations documentation and performance management processes
• Support compliance initiatives related to OSHA, DOT (if applicable), and industry regulations

• Support branch locations with administrative process standardization
• Coordinate reservations for corporate meetings, training sessions, and industry events
• Maintain office supply inventory and reorder as needed
• Coordinate with vendors for office services and maintenance
• Assist with special projects, reporting initiatives, and operational audits
• Maintain organized digital and physical filing systems
• Serve as a point of contact for general office operations

• Supervise AR and AP staff to ensure optimization of internal processes and procedures from Quote to Cash (AR) and Requisition to Payment (AP)
• Establish and enforce internal controls and financial procedures
• Identify and report process improvements to increase efficiency and accuracy
• Support ERP system optimization and reporting enhancements
• Collaborate cross‑functionally with Corporate Departments, Operations, Sales, Safety, and Leadership

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field required
• 7+ years of progressive experience in accounting, payroll, HR administration, or office management
• Experience supporting multi‑location or field‑based operations strongly preferred
• Knowledge of rental industry billing structures or construction/industrial operations a plus
• Strong understanding of GAAP principles and internal controls
• Proficient in Microsoft Applications:
  Outlook, Excel, SharePoint and Word
• Experience with Oracle, Rental Man, Service Core, and ADP preferred
• Excellent leadership, communication, and organizational skills
• Ability to manage high transaction volume with accuracy and urgency

• Financial and operational discipline
• Strong internal control mindset
• Leadership and team development
• Process improvement orientation
• High attention to detail
• Confidentiality and professional integrity

Stallion Infrastructure Services is an equal‑opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.