This position is with a small, dynamic technology company who needs an office manager and bookkeeper with the skills, experience, and personality to be the back bone of day-to-day operations.  This person will interact with customers, vendors, managers and co-workers to keep the office operating smoothly. This person will have a role in nearly every company activity and will play a vital role in the success and growth of our company.

On the bookkeeping side, this person will be a full-charge bookkeeper using Enterprise Quickbooks to enter every financial transaction for the company, such as payroll, accounts receivable, accounts payable and taxes, and will use these data to create accurate and readable financial reports for the CEO and investors.

Office tasks will include diverse activities such as directing phone calls, testing and reviewing AgTerra hardware and software, reviewing and suggesting changes to help guides, planning and scheduling events, maintaining customer databases both electronically and on paper, following up with customers and vendors, operating and maintaining office equipment, monitoring and purchasing office supplies and equipment, and other ad hoc projects as needed.

The right candidate will love variety, be able to work both independently and as a team member, have a calm and pleasant personality, be super-organized and able to prioritize in a busy and sometimes stressful environment, and be very, very good at multi-tasking.  They will enjoy learning new things and will seek out opportunities to do so, while still being detailed and conscientious about periodic and mundane tasks.  This person will be good at identifying weaknesses in the company operations and workflows and envision possible solutions, present and sell them to the staff, and implement them when approved. Some training can be provided, however the right candidate will need to be able to identify knowledge gaps and be able to self-train or identify and suggest worthwhile training and educational opportunities.

Duties

Bookkeeping

  • Accounts Receivable: Generate invoices, purchase orders, quotes, estimates, receipts and other financial documents and reports
  • Post revenue and deposit accounts receivables into company bank accounts.
  • Reconcile bank and credit card accounts.
  • Work closely with accountant and supervisor to maintain complete, accurate and consistent books.
  • Prepare financial reports. Assist in providing follow-up and documentation of significant variances.
  • Communicate (both in verbal and written form) with staff, customers and vendors.
  • Respond to inquiries from senior management and investors regarding financial results, special reporting requests and the like.
  • Conform with and abide by all regulatory guidance and internal policies & procedures.
  • All payroll activities, including entering time data, payroll taxes, state and federal reporting, direct deposit, etc.
  • Maintain confidentiality of personnel files and sensitive company information

Administration

  • Arrange and coordinate meetings and events.
  • Make travel arrangements for staff.
  • Perform general office duties, such as ordering supplies, maintaining office equipment, and overseeing cleaning and housekeeping.
  • Maintain cleanliness and supplies in conference/ breakroom/ kitchen.
  • Purchase supplies and equipment; arrange returns/repairs.
  • Receive and verify shipments:  PO, FedEx, UPS, etc.
  • Prepare shipments to customers, returns to vendors; deliver to appropriate shipper.
  • Run errands:  bank, post office, UPS/FedEx, local stores etc.
  • File and retrieve documents, records, and reports, both hardcopy and electronic.
  • Ensure security and confidentiality of company, employee and customer information.
  • Conduct research, compile data, prepare and edit documents for consideration and presentation.

Customer Service & Marketing Assistance

  • Answer and screen phone calls with warmth and courtesy and direct calls to appropriate parties or take messages.
  • Greet visitors, treat them with warmth and courtesy and determine whether they should be given access to specific individuals.
  • Assist with customer and prospect follow up.
  • Assist with customer and prospects databases.
  • Assist with design and distribution of marketing materials.
  • Make follow up calls to customers and occasional prospects.
  • Learn company products; be able to describe, demonstrate, and answer simple support questions.
  • Follow up on customer/prospect contacts with technical staff; ensure questions, issues have been addressed.

Bookkeeping

  • General understanding of the financial reporting and general ledger structure.
  • Accounts Receivable: Generate invoices, purchase orders, estimates, receipts and other financial documents and reports
  • Post revenue and deposit accounts receivables into company bank accounts.
  • Work closely with bookkeeper to maintain complete, accurate and consistent books.
  • Prepare management, including budget reports. Assist in providing follow-up and documentation of significant variances.
  • Communicate (both in verbal and written form) with staff, customers and vendors.
  • Respond to inquiries from senior management and investors regarding financial results, special reporting requests and the like.
  • Conform with and abide by all regulatory guidance and internal policies & procedures.

Other

  • Document policies, procedures and workflow for assigned areas of responsibility.
  • Contribute to department and organization special projects as assigned.
  • Monitor and analyze department work to develop more efficient procedures and use of resources while maintaining a high level of accuracy.
  • Review and analyze needs and purchases of other departments, research alternatives for greater efficiencies, savings and/or other benefits and provide recommendations to staff.
  • Assist in development and implementation of new procedures and features to enhance the growth of the company.

Minimum Requirements

Technical Skills

  • Superior understanding of the financial reporting and general ledger structure.
  • Superior knowledge of Quickbooks, preferably specific to manufacturing, and professional services.
  • Must demonstrate high competence with MS Office and other computer programs, especially Excel, Word, Outlook and Teams
  • Must be comfortable with computers and technology in general and quick to learn new programs.

People Skills

  • Must have outstanding interpersonal skills and customer service skills.
  • Outstanding verbal and written communication skills.
  • Must be able to keep client, employee and company matters strictly confidential.
  • Must be able to effectively handle multiple projects simultaneously in a deadline driven environment.
  • Ability to work both independently and as part of a team and take on new tasks with high level of difficulty.
  • Must be able to handle interruptions and be able to pivot to new priorities as needed with grace and enthusiasm.

Salary

This position will pay $40,000 – $50,000 to start depending on experience.  Benefits are paid vacation and sick time, holiday pay, medical insurance including vision and dental.