GENERAL DUTIES:
- Accounts Payable (Full Cycle)
- Approving Invoices
- Coding to G/L accounts
- Posting invoices
- Check Run
- Manual Payments
- Accounts Receivable (Full Cycle)
- Invoicing Customers
- Maintaining Invoice Files
- Posting Customer Payments
- Coding & Posting Misc. Receipts
- Prepare and Deposit Checks
- Collection Calls
- Collections Report (weekly)
- Maintain customer contact info for collections
- Open Sales Orders Report (monthly)
- Monthly, quarterly and annual close
- Inventory transactions
- Adjustments
- Maintaining accounting files
- Maintaining vendor W-9 files
- 1099 review
- Account reconciliations (monthly)
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BOOKKEEPING TASKS
- Recording financial transactions and maintaining financial records using QuickBooks and a variety of other software such as an online web store, corporate CRM database, and online banking functions.
- Generates monthly, quarterly, and annual financial reports as well as on-demand custom reports for management.
- Enters time-sheets to feed payroll records
- Prepares quarterly sales tax return (after on-the-job training)
- Financial administration – opening mail, maintaining and evolving efficient filing system (paper and electronic), updating vendor and customer records.
- Calculate sales commissions/royalties for a small number of outside consultants.
- Basic vendor (e.g. request W-9, discuss vendor bill) and client (e.g. collections reminders, resolve a credit balance), consulting with management for problem resolution.
- Helps revise checklists and procedures to reflect current practices.
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GENERAL ADMINISTRATIVE DUTIES
- Reception / Phone Answering
- Administrative/General Office Duties
- Filing
- Faxing
- Copying
- Mailing/Shipping
- Ordering office supplies
- Creating, maintaining, implementing procedures
- Create and maintain templates for forms
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SALES SUPPORT/PURCHASING DUTIES
- Sales Orders
- Check/approve customer purchase orders
- Enter/maintain sales orders
- Receive and process orders off web store, over phone, fax, mail
- Purchase Orders
- Contacting Suppliers to set up accounts and obtain pricing
- Entering, maintaining, distributing purchase orders
- Tracking orders
- Maintaining purchasing files
- Preparing packages for shipment
- Preparing shipping documents
- Physically receiving and inspecting returns
- Inventory – maintain product inventory
- Maintaining Customer/Supplier Records
- Keeping addresses, contacts and phone numbers current
- Calculate and distribute Sales Commissions
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GENERAL REQUIREMENTS
- An entrepreneurial spirit and a desire to work collaboratively within a disciplined, small company structure committed to developing a turnkey operation.
- Be reliable, prompt, and professional at all times.
- Respect the confidential, strategic, and personal nature of client and company information.
- Interact with Company’s staff, vendors, and clients in a constructive, professional manner.
- Track and report hours worked; plan ahead; meet deadlines; organize data; follow through on details.
- Ability to communicate well in writing, on the phone, via e-mail, and in person.
- Learn new software quickly if not familiar with above (or others that may be used in future)
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- Travel once per year (November) to work at company's annual conference
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EXPERIENCE REQUIRED
- QuickBooks and bookkeeping experience
- Vendor and client contact / management
- Entrusted with confidential data
- Administrative support
- Type by touch (40-60 wpm); 10-key by touch (40-60 wpm)
- Intermediate knowledge of Excel, Word and QuickBooks
- Working knowledge of Outlook, Windows
OTHER REQUIREMENTS
- Ability to pass criminal background check, credit check, DMV check, social security number verification
- Fluent in English; ability to understand business math and business planning.
- Physically able to work productively and safely in commercial office environment, includes occasional lifting of boxes weighing up to 30 pounds.
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