Business Office Manager/Staff Accountant

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Pilot the use of TeamUp as a summary historical reference of actual travel by each technician.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.