DualDraw Office Accounting Manager
Description:
Manage and perform office administrative and accounting functions for growing air quality equipment business. Previous experience in finance and accounting is required. A successful office manager candidate should also have experience in office administration including phone skills, customer service, and use of a variety of office software (artificial intelligence, on-line meeting tools, email tools, spreadsheets and databases). They should be able to accurately handle a wide variety of duties. Ultimately, the person hired will be expected to ensure the smooth running of the office accounting, finance, and administrative functions.
We are looking for someone who has a growth mindset, appreciates a dynamic workplace, values gratitude, and is ready to positively contribute to a great company culture. We hope that is you and look forward to reviewing your application.
Skills
- Proven experience in accounting, finance, customer service, and office administration
- Strong knowledge of accounting and finance processes, office management systems and procedures
- High proficiency in MS Office (MS Excel, MS Word, and MS Outlook, in particular)
- Hands-on experience with office machines (e.g. printers, scanners, digital check scanners, postage systems, computers)
- Experience with finance and accounting functions in an office setting, including enterprise system experience such as quick books or other small business ERP platforms
- Excellent time management skills, ability to multi-task and prioritize work
- Strict attention to detail and problem-solving skills
- Excellent written and verbal communication skills
- Strong organizational and planning skills in a fast-paced environment
- A creative mind with an ability to suggest improvements
Position will be responsible for the following activities:
- Daily administrative functions including but not limited to:
- Primary phone coverage – first to answer all incoming calls [approx. 15 calls/day], patience to deal with spam calls
- Customer service – includes: greeting walk-in customers and vendors, always maintaining positive attitude when dealing with customers, conveying basic product knowledge, quickly responding to customer complaints and issues through facilitation with customer service team.
- Promptly process inbound vendor invoices by entering into financial system, cross-check for correct pricing and accuracy
- Promptly process outbound customer billings and invoices, including deposit billings – attention to invoice details to ensure accuracy
- Management and purchasing of all office supplies
- Sales order entry for filter and equipment sales
- Management of accounts payable process including running weekly AP with management, reconciling bank account to cover weekly payments, and correctly filing of accounts payable invoices
- Aggressive management of Accounts Receivables including regular collection outreach to customers, and coordination with sales team when customer responsiveness is lower than expected
- Reconciling bank accounts to internal financial system on a daily basis
- Managing sales tax collections, tax exempt certificates, submitting proper reports and payments
- Managing standard operating procedure documentation for organization, creating and updating accounting, finance and office management standard operating procedures
- Creating weekly report for management containing key KPI's for the organization
- Digital filing of all customer files and related documentation
- Open, sort and distribute incoming mail and packages
- Deposit all incoming paper checks promptly after receiving
- Lead the detailed month-end and year-end closing processes, work in collaboration with outside CPA firms to ensure timeliness and accuracy
- Ensure data integrity of digital customer accounts in enterprise system
- Document appropriate data following a customer sale, such as logging of serial numbers
- Coordinate and manage trade show participation including registration, booth requirements, shipping logistics
- Maintain office cleanliness and organization such as watering plants, decorating for holidays, organization and stocking of supply cabinet
Specific Functions:
Accounts Receivable:
- Create all customer invoices including deposit invoices for new equipment orders
- Aggressively follow up on past due accounts and keep detail record of customer payment status; follow DualDraw AR management policy and be prepared to report out on a weekly basis AR status
- Deposit all paper checks daily into bank via digital scanner; be prepared to go to bank and deposit manually in the case of a scanning issue
- Record all customer payments in financial system after received and deposited in bank
- Process all credit card transactions and reconcile in financial system
Accounts Payable:
- Process all vendor invoices at a minimum of (2) two times per week to ensure AP is up to date
- Ensure all receivers/packing slips have been entered correctly, including the date received, by Shipping and Receiving Department on a weekly basis
- Ensure vendor purchase orders are updated with correct material pricing in the financial system
- Contact vendors for parts or invoices not received; or if any corrections need to be made to current invoices on a weekly basis
- Update vendor remit-to information – move vendors to ACH if possible
- Based on vendor inquiry, update vendors regarding payment status of outstanding invoices
- Process weekly AP check run with management collaboration
Order Processing:
- Book all new orders received from sales within 24 hours
- Add new orders to Order and Delivery log
- Confirm with Sales Department the deposit terms on the order
- Send Deposit invoices for all new equipment orders within (1) day of new order.
- Track Deposit payment the same as any Accounts Receivable to ensure it is paid in a timely basis, within 15 days or less from time order was placed. Collaborate with sales team if customer is unresponsive
- Ensure all new orders are acknowledged with the customer by Sales Department within (1) day following the order.
- Process any new Aftermarket Sales filter orders when Filter Sales Account Manager is away from the office.
Cost Analysis:
- Analyze costs of shipped product and confirm all costs are accounted for
- Correct any mistakes made/missing costs
- Identify anomalies in parts cost and bring to attention of management
- Work with management on cost analysis projects on an as needed basis
Sales Tax Management:
- Work with sales team to confirm customer sales tax status
- Manage documentation of sales tax exempt certificates
- Ensure correct sales tax is added to customer invoices
- Ensure customer sales tax payments are escrowed correctly
- Submit monthly sales tax reports and payments when required to various taxing entities
Event Coordinator:
- Coordinate trade shows such as Fabtech on an annual basis.
- Coordinate all staff events such as the yearly holiday party, monthly staff lunches, service days, and any other events for the company.
Customer Service
- Facilitate incoming customer service issues with Customer Service team
- Help customers resolve basic customer service issues in a timely manner
End of Month Financial Closing
- Manage end of month closing activities in coordination with management including but not limited to the following
- Ensure all new orders have been booked in system
- Ensure appropriate orders have been invoiced in system and sent to customers
- All invoices have been totaled and are error free
- All parts have been received in financial system
- All vendor invoices have been processed
- Analyze reports in system to ensure all costs have been accounted for
- Process the payroll summary
- Ensure all Operator Manuals have been completed
- Provide management credit card statements (5) days prior to month end
- Ensure all payments have been deposited in bank and reconciled in the system
- Digitize and provide management with closing reports and financial statements
- Apply all of the above at the end of Fiscal Year as well to close the entire year
Bank Reconciliation
- Monthly reconciling of debits and credits in financial system with the bank statements
- Perform all bank account reconciliations successfully in the system as part of month end closing process
Assist with Freight Logistics
- Ensure confirmation of ship-to address, ship to POC, and any other shipping details have been completed on all new orders
- Assist production staff to coordinate equipment shipments on as needed basis
- Send customer tracking information via email after shipment has left DualDraw dock and production has provide paperwork.
Coordinate with Payroll and HR Company:
- New Hire Processing
- Assist management with Open Enrollment/Benefits
- Process weekly payroll in system
- Manage HR Policies
- Track employee acceptance of DualDraw employee handbook, communicate any updates
- Account for employee PTO
Filing
- File all vendor invoices
- Digitally file all customer files
- Pair weekly check stubs with vendor invoices and file
Supply Ordering
- Order office supplies and equipment on an as needed basis
Office Management and Organization
- Manage standard operating procedures for organization, create and update accounting and finance related standard operating procedures
- Maintain neat, clean, and organized office space
- Manage document control, file cabinets, office equipment
- Water plants, keep break room supplies stocked
- Check in with management to ensure office presentation expectations are being met
Job Type: Full-time
Pay: $75,000.00 - $95,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Flexible schedule
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Parental leave
- Professional development assistance
- Relocation assistance
- Vision insurance
Ability to commute/relocate:
- Denver, CO 80239: Reliably commute or planning to relocate before starting work (Required)
Application Question(s):
- We conduct criminal and financial background checks prior to hiring. Are you willing to participate in a criminal and financial background check?
Education:
Experience:
- Office Management: 5 years (Preferred)
- Accounting: 5 years (Preferred)
License/Certification:
- Driver's License (Required)
Work Location: In person
