Senior Administrative Associate

Job Summary:

We seek a versatile and experienced individual to join our team as an Accounts Payable/Accounts Receivable, Bookkeeping Specialist, and Inventory Manager. The successful candidate will manage AP, AR, and general bookkeeping tasks using QuickBooks, handle purchasing responsibilities using Trade-O-Gram, perform general HR functions, oversee general office management, and manage the import and export of industrial equipment. They will also receive and ship equipment and prepare and update inventory and customs documents.  This role requires strong organizational skills, attention to detail, and the ability to work independently. Fluency in both English and Spanish is preferred.

Key Responsibilities:

1. Accounts Payable (AP):

   • Process and manage vendor invoices, ensuring timely and accurate payment.
   • Maintain vendor records and handle vendor inquiries.
   • Reconcile AP accounts and resolve discrepancies.
   • Prepare and process electronic transfers and payments.

2. Accounts Receivable (AR):

   • Generate and send out invoices to customers.
   • Track and follow up on outstanding invoices to ensure timely payment.
   • Maintain accurate AR records and reconcile accounts.
   • Handle customer inquiries and resolve billing issues.

3. General Bookkeeping:

   • Maintain and update financial records in QuickBooks.
   • Reconcile bank statements and credit card accounts.
   • Prepare monthly, quarterly, and annual financial reports.
   • Assist with budget preparation and financial forecasting.
   • Ensure compliance with accounting policies and procedures.

4. Purchasing:

   • Use Trade-O-Gram to manage purchasing activities.
   • Evaluate and select suppliers based on history, cost, and delivery performance.
   • Feedback to management vendor performance.
   • Coordinate with other departments to understand and fulfill their purchasing needs.

5. General HR Functions:

   • Assist with recruitment and onboarding of new employees.
   • Maintain employee records and ensure compliance with HR policies.
   • Process payroll and manage employee benefits.
   • Handle employee inquiries and resolve HR-related issues.
   • Coordinate training and development programs.

6. General Office Management:

   • Manage office supplies inventory and place orders as needed.
   • Coordinate maintenance and repair of office equipment and facilities.
   • Organize company events and meetings.
   • Provide administrative support to other departments as needed.

7. Import and Export of Industrial Equipment:

   • Manage the import and export processes for industrial equipment.
   • Ensure compliance with international trade regulations and documentation requirements.
   • Coordinate with suppliers, freight forwarders, and customs brokers.
   • Track shipments and resolve any logistical issues.
   • Maintain accurate records of import and export transactions.
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8. Warehouse/Inventory:
   • Receive Materials.
   • Prepare Shipping documents.
   • Maintain and verify inventory.
   • Obtain purchasing authorization to replenish depleted stock.

9. Additional Duties:

   • Assist with month-end and year-end closing processes.
   • Provide support during audits.
   • Perform other related duties as assigned.

Qualifications:

• Minimum of 3-6 years of experience in AP, AR, general bookkeeping, purchasing, HR functions, office management, and import/export.
• Proficiency in QuickBooks is essential.
• Able to handle a few (<10) small (< 10 lbs) boxes a few (<4) times per month.
• Able to use the MS Office Suite of products, specifically Excel, Word, and Outlook.
• Strong understanding of accounting principles and practices.
• Fluency in both English and Spanish is required.
• Excellent attention to detail and organizational skills.
• Ability to work independently and manage multiple tasks.
• Strong communication and interpersonal skills.

Benefits:

• Competitive salary based on experience.
• Health insurance.
• 401k with company 3% contribution.
• Paid time off and holidays.