New

Office Manager

Vaco
$52,000.00 - $62,000.00 / yr
401(k), retirement plan
United States, Indiana, Danville
Mar 20, 2026
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 partnersto 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. Vaco by Highspring values a diverse workplace and strongly encourages women, people of color, LGBTQ+ individuals, people with disabilities, members of ethnic minorities, foreign-born residents, and veterans to apply. EEO Notice Vaco by Highspring is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by federal, state or local law. Vaco by Highspring and its parents, affiliates, and subsidiaries are committed to the full inclusion of all qualified individuals. As part of this commitment, Vaco by Highspring and its parents, affiliates, and subsidiaries will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact HR@vaco.com . Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal. By submitting to this position, you agree that you will be giving Vaco by Highspring the exclusive right to present your as a candidate for the foregoing employment opportunity. You further agree that you have represented information about yourself accurately and have not affirmatively misrepresented your qualifications. You also agree to maintain as confidential, to the fullest extent permitted by law, any information you learn from Vaco by Highspring about the position and you will limit disclosure of information about the position only to the extent necessary to perform any obligations in furtherance of your application. In exchange, Vaco by Highspring agrees to exercise reasonable efforts to represent you through all solicitation, job screening and resume dispersal. Privacy Notice Vaco by Highspring and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") respects your privacy and are committed to providing transparent notice of our policies. California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here. Virginia residents may access our state specific policies here. Residents of all other states may access our policies here. Canadian residents may access our policies in English here and in French here. Residents of countries governed by GDPR may access our policies here. Pay Transparency Notice Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to: the individual's skill sets, experience and training; licensure and certification requirements; office location and other geographic considerations; other business and organizational needs. With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses.