Accounting Generalist / Office Manager

Job Description

Job Description

Position Summary

HSB Veterinary Supply, Inc. is seeking a detail-oriented, dependable, and highly organized Accounting Generalist / Office Manager to oversee a wide range of accounting, administrative, and operational duties. This individual will play a key role in supporting daily business functions — from processing payments and maintaining vendor/customer relationships to assisting with reporting and office coordination. The ideal candidate is a hands-on problem solver with experience in both accounting and general office management who can juggle recurring responsibilities and adapt to daily operational needs.

Key Responsibilities

Accounting & Financial Duties

• Process and monitor payments to vendors
• Apply monthly rent charges, freight credits, and calculate monthly vendor discounts
• Set up and send email statements to customers on a regular billing cycle
• Reconcile invoices and handle inquiries from vendors regarding payments
• Assist with customer billing questions and coordinate resolution
• Monitor wholesale partner payments, generate invoices, and forward orders to internal team
• Maintain accounts payable and receivable files and records
• Review and process promotional invoices and catalog ads for accuracy and payment

Administrative & Office Support

• Answer incoming calls and provide first-line support for general inquiries
• Provide assistance to Director of Operations and sales team on various administrative needs
• Maintain internal license records and update customer files
• Finalize setup of new customers in ERP system
• Review and maintain fax reports to reduce redundancy and streamline communication
• Coordinate flyer mailings and promotional communications (physical and digital)
• Manage recurring weekly/monthly reporting needs

Office Oversight & Team Coordination

• Act as the central contact for office-related tasks and general troubleshooting
• Respond to sales team requests and questions in a timely and supportive manner
• Provide backup assistance to other admin roles and cross-train where necessary
• Ensure timely response to vendor and customer emails
• Organize and maintain internal administrative processes

Qualifications

• 3+ years experience in accounting, bookkeeping, or office management (experience in distribution or veterinary industry a plus)
• Proficient in Microsoft Office Suite (Excel, Outlook) and familiarity with accounting software (NetSuite, QuickBooks, Avalara, etc.)
• Exceptional organizational skills and strong attention to detail
• Ability to manage multiple priorities and adapt to changing day-to-day needs
• Strong communication and interpersonal skills
• Comfortable working independently and taking initiative
• Experience handling sensitive financial information with confidentiality and professionalism

HSB Veterinary Supply, Inc. is a family-owned and operated veterinary distributor proudly serving the industry for over 35 years. We provide high-quality products and exceptional service to veterinary professionals across the continental United States and Puerto Rico. Our team is dedicated, knowledgeable, and passionate about supporting animal health and the veterinary community. With a reputation for responsiveness and integrity, we operate with a strong commitment to our customers and each other. At HSB, we value long-term relationships, continuous improvement, and a collaborative work environment that fosters personal and professional growth.

Company Description

HSB Veterinary Supply, Inc. is a family-owned and operated veterinary distributor proudly serving the industry for over 35 years. We provide high-quality products and exceptional service to veterinary professionals across the continental United States and Puerto Rico. Our team is dedicated, knowledgeable, and passionate about supporting animal health and the veterinary community. With a reputation for responsiveness and integrity, we operate with a strong commitment to our customers and each other. At HSB, we value long-term relationships, continuous improvement, and a collaborative work environment that fosters personal and professional growth.