Office Manager

Vaco Indianapolis has partnered with a client near Danville, IN in search of an Office Coordinator! This is a full time, direct hire position working mostly onsite. The ideal candidate will have some experience with AP, AR, and general office responsibilities. If you feel you would be a good fit, apply today!

Position Overview
This role supports daily office operations, accounting functions, equipment sales administration, and inventory management. The responsibilities listed below are not all-inclusive but represent the core duties of the position.

General Office Duties

• Answer and route incoming phone calls professionally

• Sort and distribute incoming mail

• Submit crate return forms

• Archive and box paperwork as needed for storage

• Monitor and respond to office email throughout the day

• Post holiday closure notices

• Manage cash drawer and daily balancing

• File, organize, and distribute new hire documentation

• Submit workers’ compensation documents to appropriate institutions

• Train departments on internal software systems

• Assist departments with invoice processing, draft vouchers, returns, and sales entries

• File and submit state and federal reports, including:

  • Business Entity Reports

  • Dealer Lending Reports

  • 1095 Forms

  • MCS-150 Renewals

  • ST103 / TF103 filings

• Maintain office supply inventory

• Serve as contact for IRA accounts and Aflac supplemental insurance

• Update pricing for Stihl units

• Perform bank reconciliations

General Skills & Responsibilities

• Strong time management skills with the ability to meet departmental and customer needs

• Typing proficiency of 50–60 WPM

• High level of technological proficiency

• Ability to improve efficiency and productivity through established procedures

• Strong attention to detail in financial entries and account coding

• Excellent document organization for contracts and internal processes

• Strong customer service skills, especially regarding contracts and billing inquiries

• Proactive communication across departments

• Ability to handle confidential information with discretion

• Team-oriented mindset that promotes collaboration

• Ensure compliance with company policies and procedures

• Maintain a positive and professional workplace culture

• Excellent phone etiquette with clients, vendors, and team members

• Strong organizational and prioritization skills

• Effective communication and problem-solving abilities

Office Equipment Sales Support

• Complete customer registration forms

• Send thank-you correspondence for new equipment sales

• Coordinate with insurance agents to ensure financing requirements are met

• Prepare title paperwork for RTV and trailer sales

• Collect and maintain tax-exempt documentation

• Maintain strong knowledge of sales contracts and financing terms

• Collaborate with financing partners to facilitate approvals and prevent funding delays

• Request payoff quotes for trade-ins from lienholders

• Assist customers with contract navigation to build confidence in purchases

• Generate finance and sales quotes

• Manage correspondence for national accounts

Equipment Inventory Management

• Post unit vouchers and enter equipment into inventory

• Manually enter equipment costs upon receipt

• Process inbound and outbound inventory transfers

• Perform monthly floorplan reconciliations for major vendors

• Verify and record equipment arrivals

Accounts Payable

• Collect and process vendor invoices

• Enter receipts and accurately code expenses

• Verify purchase purposes for miscellaneous expenses

• Post parts and unit vouchers

• Maintain and update vendor records

• File vendor rebates to maximize company savings 

• Reconcile five company credit cards monthly to detect discrepancies

• Prepare check runs and manage cash flow

• Monitor bank balances and cash management systems

• Ensure timely bill payments to capture early payment discounts

Accounts Receivable

• Process incoming payments 

• Ensure compliance with tax-exempt documentation

• Maintain and update customer account records

• Generate, print, and distribute customer statements

• Ensure invoices meet corporate customer system requirements

• Respond to customer account inquiries and resolve discrepancies

• Provide invoice copies upon request

• Monitor overdue accounts and follow up as needed

• Manage Contracts Clearing Account

• Close out warranty work orders

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. Additional disclaimer: Unless otherwise noted in the job description, the position Vaco/Highspring is filing for is occupied. Please note, however, that Vaco/Highspring is regularly asked to provide talent to other organizations. By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions. Submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. Further assessment of candidates beyond this initial phase within Vaco/Highspring will be otherwise assessed by recruiters and hiring managers. Vaco/Highspring does not have knowledge of the tools used by its clients in making final hiring decisions and cannot opine on their use of AI products.