Job Details
The Business Office Manager/Staff Accountant, guided by the Senior Accountant, will be given the opportunity to take on a diverse role within a small team.
Key responsibilities will include, but are not limited to:
Customer Service and Sales Support:
- Provide customer quotes for machine parts.
- Create sales orders in ERP system based on customer purchase orders for machine parts.
- Audit customer invoices for proper state tax coding and send invoices electronically to customers upon product shipment, supported by proof of delivery and signed customer PO.
Financial and Accounting Support:
- Perform monthly maintenance and validation of payables from parent company and ensure accurate reconciliation with A/R reflecting validated liabilities on the balance sheet.
- Convert aggregate AMEX transaction data for monthly billing cycles as support for vouchered monthly bills from AMEX for sales and installation travel, office expenses, etc.
- Support accounting closeout and reporting tasks as needed.
- Oversee expense reports for approval in a timely manner.
Office and Administrative Support:
- Manage and replenish office supplies by fulfilling approved purchases and maintaining stock levels.
- Coordinate special events and company leadership travel, including booking approved contracted labor, flights, and hotel stays.
- Function as a liaison between the office and administrative supply vendors, placing approved supply orders and managing timely payment of related vouchered bills in QuickBooks.
Document Management and Quality Control:
- Scan PDF transaction documentation to shared drive and organize SO and PO files according to published procedures.
- Function as quality control monitoring for SO and PO data retention and processing.
Travel and Expense Processing:
- Traffic and retain information related to travel and expense processing for technical travel.
- Create and maintain an excel based weekly expense report for each traveling Field Technician.
- Pilot the use of TeamUp as a summary historical reference of actual travel by each technician.
ERP System Management:
- Monitor and ensure proper functioning of Fishbowl to QuickBooks accounting interface.
- Troubleshoot technology challenges related to Fishbowl functionality, including sales orders, purchase orders, and inventory management processes.
Candidate Profile
- Bachelor's degree in business administration, finance, or related field preferred.
- Prior experience in administrative support and customer service roles preferred.
- Prior experience in an accounting related field preferred.
- Previous experience with ERP systems, and QuickBooks is helpful.
- Strong attention to detail and ability to manage multiple tasks simultaneously.
- Excellent communication and people skills.
- Proficiency in Microsoft Office suite.
- Ability to troubleshoot technology issues effectively.