Job description
Position Summary:
This Accounting Support position is a hybrid of Accounting, Human Resources, and General Office duties.
Major Job Duties and Responsibilities:
Non-Accounting Duties:
· Human Resources: Assist with a) employee immigration visas, b) new employee onboarding, c) recruitment, training and an array of other HR tasks
· General Office/Admin.: Office and kitchen supply organization, daily morning office setup, reordering supplies, coordinating office services/maintenance, etc.
Accounting:
· On-site Daily Tasks: Opening daily physical mail, making bank mail-in deposits, printing manual checks, preparing document FedEx's as necessary, etc.
· Accounts Payable Invoices: Assist or take over functions of downloading and/or receiving and scanning vendor invoices to save to the network, and then data entering into QuickBooks. For corporate credit card charges, download data and enter into QuickBooks.
For inventory purchase invoices, this involves matching (reconciling and resolving discrepancies of) the supplier’s invoice against our internal MRP software inventory receiver, including confirming data imported into QuickBooks is accurate.
· Accounts Payable Payments: Backup to download A/P Aging from QuickBooks, organize, sort and prepare draft of invoices which are due for payment, for the Accounting Supervisor to review and approve. Upon approval, then entering selected payments into the bank portal (ACH’s and wire transfer) accordingly. After payment approval by the President, then data entering payment information into QuickBooks.
· Accounts Receivables: Assist with sending of sales invoices to customers, via either email or online web submittal (for customers with supplier web portals). Emailing A/R Aging’s and/or statements to customers monthly, monitoring any past due invoices and following up with the customer for timely payment accordingly
· General Accounting - Bank: Backup assistance in reconciling bank account, and selected general ledger and sub-ledger accounts (A/P, A/R, Credit Cards) on a monthly basis
· General Accounting – Fixed Assets: Backup assistance in maintaining perpetual fixed assets and property control records, including physically labeling, identifying and tracking property and assets which meet the property tracking criteria, on detailed spreadsheets
· General Accounting – Taxes: Backup assistance with quarterly and annual tax reporting functions as instructed, including annual Federal and State Corporate Income Taxes, Quarterly California State Sales and Use Taxes, annual Alameda County Property Taxes, 1042 annual Withholding Taxes, 1099’s annual Miscellaneous Income Tax Filing
· General Accounting – Intercompany: Backup assistance to reconcile inventory purchases from parent company overseas monthly, with our records, investigate and resolve discrepancies.
· General Accounting – Audit Support: Assist in quarterly CPA audit and annual parent company internal audit, and other projects from management
· Other duties as assigned
Sales Administration:
· Process incoming Customer Purchase Orders: Backup for data entry (Creating sales orders for) inbound new purchase orders from customers. Referencing company quotes sent to customer, for PO accuracy, resolving any discrepancies accordingly. Saving backup on the network, and then handing-off (via email) these new sales orders to the Material Control department for initiating the timely procurement of inventory, scheduling of services, or manufacturing of product(s)
· Customer Order Maintenance: Backup for providing order acknowledgements back to the customers for new orders, confirming and updating delivery dates to customer, following up with the Material Control and Production departments to insure timely shipping of orders per the confirmed delivery dates. Maintaining Open Order Reports (OOR) for customers requesting them, monitoring customer back orders for customers, preparing Daily Sales Order Report for management
· Create Customer Sales Quotations: Backup, under the direction of the Sales Manager, assist in preparing sales quotes for customers when needed
· Other duties as assigned
Others:
- Bachelor's Degree in Accounting or equivalent required
- Chinese speaking a big plus
- Flexible, able to multi-task
- Salary commensurate with experience
Job Type: Full-time
Pay: From $65,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Employee assistance program
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Physical setting:
Schedule:
- 8 hour shift
- Monday to Friday
Work Location: In person