About Omex Industries
Omex Industries is a leading manufacturer and distributor serving industrial and commercial markets with innovative products and solutions. We are dedicated to delivering quality, reliability, and exceptional customer service. We are seeking a highly organized and detail-oriented Executive Assistant to support our executive team while managing key accounting, payroll, and administrative functions. This role combines executive administrative duties with financial and operational responsibilities, making it ideal for a professional who thrives in a dynamic manufacturing environment.
Position Summary:
The Office adminstrator will provide direct administrative and financial support to company leadership, overseeing accounts payable (AP), accounts receivable (AR), bank reconciliation, and payroll processing. The ideal candidate will bring strong organizational skills, accounting knowledge, and the ability to handle sensitive information with discretion and accuracy.
This position plays a vital role in maintaining smooth financial operations and ensuring accurate, timely reporting within the manufacturing workflow.
Essential Duties & Responsibilities:
Executive Support
- Provide administrative assistance to upper management, including scheduling, correspondence, meeting coordination, and document preparation.
- Handle confidential information and company records with discretion and professionalism.
- Assist in preparing financial summaries and reports for executive review.
- Support company initiatives, including internal communications, compliance documentation, and operational projects.
Accounts Payable (AP)
- Process vendor/customer invoices and ensure timely payments in accordance with company policy.
- Match purchase orders, packing slips, and invoices to ensure accuracy in a manufacturing purchasing environment.
- Manage vendor accounts, resolve billing discrepancies, and maintain positive supplier relationships.
- Prepare and maintain accurate AP ledgers and assist in month-end closing activities.
Accounts Receivable (AR)
- Generate customer invoices based on shipment records and sales orders.
- Post customer payments, track aging reports, and follow up on outstanding balances.
- Coordinate with the VP of Sales and distributors to resolve billing or credit issues.
- Assist in maintaining accurate customer account records and support credit control procedures.
Reconciliation
- Perform daily, weekly, and monthly bank reconciliations to ensure account accuracy.
- Reconcile general ledger accounts and investigate variances or discrepancies.
- Support internal and external audit processes by preparing documentation and ensuring data integrity.
- Maintain detailed records of financial transactions for compliance and reporting.
Payroll Administration
- Process biweekly payrolls for all employees, ensuring compliance with federal and state regulations.
- Manage employee timekeeping, attendance, and benefits of deductions.
- Maintain accurate payroll records, tax filings, and employee files.
- Coordinate with HR or management on new hires, terminations, and pay adjustments.
- Respond to payroll-related inquiries with professionalism and confidentiality.
Required Qualifications:
- Associate’s or bachelor's degree in accounting, Business Administration, or a related field preferred.
- 3+ years of experience in accounting, payroll, or executive administrative roles (manufacturing experience highly preferred).
- Strong understanding of accounting principles and bookkeeping best practices.
- Proficiency in accounting software (e.g., QuickBooks, PayChex, or similar ERP systems) and Microsoft Excel.
- Excellent attention to detail, organization, and time management.
- Ability to prioritize and handle multiple tasks with minimal supervision.
- Strong communication and interpersonal skills for internal and external coordination.
- Confidentiality and integrity in handling financial and personnel information.
Physical Requirements:
- Ability to sit or stand for extended periods throughout the workday.
- Frequent use of hands and fingers to operate office equipment, computers, and telephone systems.
- Ability to communicate clearly, both verbally and in writing.
- Occasional lifting or moving of light objects (e.g., office supplies, files) weighing up to 10-20 pounds.
- Ability to remain alert and maintain focus in a busy office environment.
- Occasionally required to walk, bend, or reach to access files or office equipment.
Work Schedule:
- Full-time position with a standard schedule of 8 hours Monday–Friday, 9:00-6:00 p.m.
- Overtime may be required in accordance with California Labor Code and applicable wage orders; non-exempt employees are eligible for overtime pay.
Compensation & Benefits:
- Pay Range: $20/hour-$24/hour - based on experience.
- Commission based on closed sales and renewals.
- Medical, dental, and vision insurance eligibility.
- Paid time off, sick leave (in accordance with California Healthy Workplaces/Healthy Families Act), and holidays.
- Retirement savings plan option.
Equal Employment Opportunity Statement:
Omex Industries is an equal opportunity employer and prohibits discrimination or harassment based on race, color, religion, sex, sexual orientation, gender identity or expression, marital status, pregnancy, national origin, ancestry, age, disability, veteran status, or any other protected status under applicable federal, state, and local laws.
Job Type: Full-time
Pay: $20.00 - $24.00 per hour
Experience:
- accounting, payroll, or executive administrative roles: 3 years (Required)
Ability to Commute:
- Rancho Cucamonga, CA 91730 (Required)
Ability to Relocate:
- Rancho Cucamonga, CA 91730: Relocate before starting work (Preferred)
Work Location: In person
