Bookkeeper & HR Administrator

Job Summary

• The Bookkeepr/HR Administrator is accountable for the accounting operations of the company, to include the production of timely periodic financial reports, maintenance of an adequate system of accounting records, and a comprehensive set of controls and budgets designed to mitigate risk, enhance the accuracy of the company's reported financial results, and ensure that reported results comply with generally accepted accounting principles or international financial reporting standards.
• The position is also responsible for cash management and risk management.
• Ideal candidates will be able to work independently and will demonstrate the ability to quickly learn our organizational structure and company objectives.
• They must be professional, organized, and adept at clear communication.
• We are looking for individuals who are comfortable routinely thinking two to three steps ahead, anticipating issues and solutions, demonstrating flexibility as they prioritize the needs of their department and the business as a whole.
  
   

• Some college, Associate or Bachelor’s Degree preferred


• 1-3 years intermediate level proficiency and experience with Microsoft Excel


• 1-3 years experience in a fast-paced office environment


• 1-3 three years of basic accounting/clerical experience


• Experience with basic accounting software preferred (Quickbooks Online)


• Ability to take initiative and work independently


• Excellent organizational skills, with the ability to multi-task and independently problem solve


• Experience handling complex calendaring and scheduling for staff


• Ability to maintain flexibility, demonstrating composure while switching between tasks efficiently in a rapidly-changing environment


• Exceptional people skills—strong verbal, written, and interpersonal communication skills are a must

• Assist and update account database in QuickBooks & Bill.com


• Obtain approval for invoices received and enter in system


• Enter/voucher bills


• Identify discrepancies and resolve billing issues


• Assist with budgeting reports


• Manage accounts receivable: invoices, payments, and bank deposits


• In charge of recollecting all documents concerning to purchases such as packing list, invoices, import documents, proof of delivery, etc.


• Transfer and post settlement into accounts payable. voucher purchases accordingly


• Voucher all invoices from materials and services purchases 


• Voucher all invoices from administration vendors (Insurance companies, City, State and Government licenses, etc.)


• Prepare and review accounts payable aging report with managements once a week to determine weekly payment schedules


• Prepare and process payments to vendors via wire transfer or automated system checks


• Report and/or mail payments accordingly. Apply and post payments accordingly

• Assist and update account database in QuickBooks & Bill.com


• Prepare, verify and code customer remittance


• Post customer payments by recording ACH, checks, wires, and credit card transactions


• Billing invoices


• Manage past-due accounts by sending bill reminders and contacting customers


• Handle customer requests, changes and credits


• Resolves invalid or unauthorized deductions or chargebacks by following deductions procedures


• Prepare commission reports


• Perform month-end Accounts receivable closing


• Generate monthly aging reports for review by management


• In charge of recollection of sales order documentations such as packing list and proof of delivery


• Review and verify sales order prior to posting into accounts receivable


• Post and print invoices. Email, fax or mail invoice to customers


• Answer customer inquiries concerning invoices


• Prepare all credit memos request for approval. Apply and post credit accordingly after approval


• Prepare bank deposits, deliver deposits to bank, verify wire transfer payment


• Apply and post Cash Receipts from bank deposits and direct wire transfers.


• Prepare weekly statements and email, fax or mail to customers as required


• Review Accounts Receivable Aging Report with Management once a week


• Follow up on all outstanding invoice in the aging and make efforts to collect the invoices accordingly


• Report to management in a timely manner any account issues on payments and/or credits

• Forming and maintaining employee records


• Updating databases internally, such as sick and maternity leave


• Preparing and amending where necessary HR documents, i.e. employment contracts and recruitment guides


• Reviewing and renewing company policies and legal compliance


• Communicating with external partners


• Reporting regularly on HR metrics, such as company turnover


• Being the first point of contact for employees on any HR related queries


• Assisting with payroll by providing the department with relevant employee information, i.e. holiday and sick days taken


• Helping with various arrangements internally, from travel to processing expenses