The Office Manager/Accountant is responsible for all administrative processes, accounting, purchasing, time reports, and in generally supports all operations at Bastian ZiPline. This individual reports to the "General Manager" and works very closely with all of the Bastian employees, customers, and suppliers. The Office Manager/Accountant must be comfortable handling a wide variety of tasks that range from handling incoming phone calls to certain human resource and marketing activities.
Superior Performance Objectives:
Leadership: Ability to develop, motivate, and grow your team
Timely execution of specific task list items and scheduled reports. Communications with your direct manager (GM) is clear and frequent
Competitive purchasing of "Cost of Goods" (Profitability)
Cash Flow control: Calling on Past Dues, Projects with Negative Cash Flow (% Past Dues Called, Invoicing on time
Getting products to customers on time. (SOP On Time Delivery Report)
Speed and accuracy of all order processing activities and administrative information work flow. Constantly improving the process. Minimizing paperwork and utilize electronic work flow whenever possible
Overall organization and cleanliness of the operation
Superior Team work and communications developed and fostered at Bastian
Strong Project Accounting (Tracking the profitability of each job)
Work load balancing betweent the administrative staff
Bachelor degree in Business and related administrative experience
Related General Accepted Accounting Principles (GAAP) experience
Project accounting experience – setting up projects, adjusting forecasts, understanding what drives revenue and profit
Strong people skills – able to work under pressure with a positive and infectious attitude
Comfortable working in a manufacturing or fabrication environment
Strong organizational skills
Ability to work with variety of personalities and respectfully speak your mind.
Extremely computer literate with general Microsoft Office products and Accounting Packages. (Software skills will include Microsoft Word, Excel, Project, and Microsoft AX)
Excellent attendance and commitment to the business
General Job Description:
Follow our QMS as applicable
Follow our corporate level policies
Manager of administrative team that is responsible for all general office administrative duties -Lead, motivate, and challenge the coordinators to do their best and be successful!
Maintain a consistently positive, enthusiastic attitude.
Quarterly reports: time wage reports, actual vs. budgeted fabrication hours, overtime reports, rework reports, profit per man hour, shop incentive.
Cost control for administrative line items on income statement. Maintain budgets.
Setup budgets, monitor, and maintain project in Microsoft AX
Track costs/hours by project within AX. Monitor that costs are being allocated to the right projects/cost categories
Scheduling and preparing for biweekly project financial review meetings(PFR)
Maximize positive cash flow on orders by receiving monies from our customers before we have to pay our suppliers / subcontractors Review Accounts Receivable delinquencies, and help in collecting Past Dues
Work with Bastian corporate accounting department to monitor cash position
Assist with payroll related information to the Bastian accounting department.
Timely close out of Contracts. Work with IT to correct any hang-ups
Obtain competitive quotes from multiple suppliers as well as generating purchase orders to the suppliers.
Generate and fax/e-mail purchase orders to suppliers- Some quoting or quote preparation assistance
Communicate delivery status of ordered items with project management team
Arrange freight pick-up; packing slips, bills of lading
Work with customers to provide answers to their questions (Order Delivery Status)Tracking and purchasing Kanban stocked items
Invoice customers and follow up to make sure invoices are paid in a timely fashion
Tracking of travel expenses on Halo intranet travel spreadsheet; assist with travel plans as needed.
Provide R&D tax credit information to General Manager and CFO- (Track and provide expense documentation for state training grants)
Assist with HR duties within Bastian; explanation of benefits, new employee forms, resume review, phone screening, scheduling interviews, performing interviews
Aid Administrative Assistant in event planning and assistance
Assist in any way possible to help Bastian be successful. Any and all other duties as assigned