About the Position
Role: Accounting & Administrative Lead
Reports to: People & Culture Manager, Payroll Administrator
Location: In Office, Ventura, California
Status: Non-Exempt
Position Summary
The Accounting & Administrative Lead is responsible for the accurate and timely execution of Strand Products’ day-to-day accounting transactions and related administrative support. This position owns routine accounts payable, accounts receivable, bank and credit-card reconciliations, accounting documentation, and month-end close coordination in partnership with the Controller.
The role requires strong accounting fundamentals, disciplined attention to detail, consistent reconciliation practices, and the ability to identify and escalate unusual transactions, capitalization questions, accruals, and other accounting matters before they affect financial reporting.
This position reports to the People & Culture Manager, Payroll Administrator for day-to-day priorities and administrative coordination and works closely with the Controller for technical accounting direction, month-end close, account review, and financial reporting.
Essential Duties and Responsibilities
Accounts Payable & Vendor Administration
- Process accounts payable from invoice receipt through approval and payment, including purchase-order matching, coding, supporting documentation, and vendor record maintenance.
- Review invoices for appropriate account coding and identify purchases that may require capitalization or Controller review before posting.
- Prepare payment batches and electronic payments in accordance with company authorization controls.
- Maintain accurate vendor files, W-9s, accounting contacts, and supporting documentation.
- Research and resolve vendor discrepancies, duplicate invoices, credits, and payment questions.
Accounts Receivable & Collections
- Prepare and issue customer invoices accurately and timely based on approved sales and shipping information.
- Apply customer payments and maintain complete accounts receivable records.
- Monitor aging and follow up on past-due balances in a professional and consistent manner.
- Reconcile customer accounts and research unapplied cash, credits, short pays, and discrepancies.
- Maintain accurate customer billing contacts and support reporting of Days Sales Outstanding (DSO).
Reconciliations & Transaction Accuracy
- Complete bank reconciliations accurately and on schedule, researching and resolving all reconciling items.
- Complete credit-card and other cash-account reconciliations, ensuring receipts, approvals, coding, and supporting documentation are complete.
- Reconcile key balance-sheet accounts assigned by the Controller and maintain clear reconciliation workpapers.
- Review transactions for proper period, account classification, and supporting documentation; escalate unusual or uncertain items before posting.
- Maintain accurate accounting records in QuickBooks, ERP systems, and other company financial systems.
Month-End Close & Controller Coordination
- Coordinate the monthly close checklist with the Controller and complete assigned close tasks by established deadlines.
- Prepare schedules and supporting documentation for accruals, prepaid expenses, fixed assets, depreciation support, commissions, sales tax, and other recurring close items as assigned.
- Identify equipment and other purchases that may meet capitalization criteria and route them to the Controller for final accounting treatment.
- Assist with account analysis, variance questions, audit or CPA requests, and preparation of organized financial documentation.
- Maintain close workpapers that are complete, traceable, and ready for Controller review.
Administrative & Office Support
- Provide administrative support to the People & Culture Manager, Controller, CEO, and other departments as assigned.
- Maintain organized electronic and hard-copy records, forms, correspondence, and shared administrative files.
- Coordinate routine meetings, appointments, document routing, and office communications as needed.
- Support recurring company administrative tasks, mail, supplies, document management, and special projects.
- Provide backup support for customer or internal administrative needs when priorities permit.
Controls, Communication & Continuous Improvement
- Follow documented accounting procedures, approval controls, and reconciliation checklists consistently.
- Communicate discrepancies, missing documentation, unusual transactions, and deadline risks promptly.
- Recommend practical process improvements that improve accuracy, documentation, timeliness, and internal controls.
- Maintain confidentiality of financial, payroll, customer, vendor, and employee information.
- Maintain a professional, collaborative, and positive work attitude consistent with Strand Products’ core values.
Qualifications
- 3 or more years of hands-on bookkeeping, accounting, or accounting-operations experience, including accounts payable, accounts receivable, bank reconciliations, and month-end support.
- Demonstrated understanding of general ledger coding, accrual concepts, prepaid expenses, fixed assets, and account reconciliations.
- Strong attention to detail and demonstrated ability to identify discrepancies before transactions are finalized.
- Proficiency with Microsoft Excel and accounting software; experience with QuickBooks and manufacturing ERP systems is preferred.
- Ability to organize multiple recurring deadlines, maintain clear workpapers, and follow documented procedures.
- Strong written and verbal communication skills and willingness to ask questions or escalate uncertain accounting treatment.
- High degree of integrity, discretion, reliability, and respect for confidential financial and employee information.
- This position requires access to information subject to the International Traffic in Arms Regulations (ITAR); the employee must meet applicable U.S. person requirements.
Preferred Qualifications
- Associate or bachelor’s degree in accounting, finance, business administration, or a related field; equivalent practical accounting experience will be considered.
- Experience in a small manufacturing company where the role owns multiple accounting cycles.
- Experience coordinating month-end close with a Controller, fractional Controller, CPA, or outside accounting firm.
- Experience with sales tax, commissions, fixed-asset schedules, and audit or tax-preparation support.
Physical Requirements
- Ability to work primarily in an office environment with periodic presence in manufacturing areas.
- Ability to sit for extended periods and frequently use a computer, keyboard, telephone, and standard office equipment.
- Ability to stand, walk, bend, stoop, and use hands for normal office and records-management activities.
- Specific vision abilities include close vision and the ability to review detailed financial records and computer screens.
- Occasional lifting or moving of files, office supplies, or administrative materials up to 25 pounds; assistance should be used for heavier items.
Additional Information
This role is responsible for execution and coordination of day-to-day accounting activities but does not serve as the final authority for technical accounting policy or financial reporting. Complex or unusual accounting matters should be escalated to the Controller.
This job description is a guide to the principal responsibilities of the position and is not all-inclusive. Responsibilities may evolve based on business and operational needs.
