Daily recording of cash receipts and disbursements; prepare payroll and tax; sales tax reporting; ensure that all accounts are invoiced and paid on time; ensure all invoices are posted accurately, paid timely, and terms and discounts are maximized; bank reconciliations; monthly journal entries and production of financial statements
Establish and monitor procedures for record keeping; design and implement filing systems; ensure security, integrity and confidentiality of data; establish a historical reference for the office by outlining procedures for protection, retention, record disposal, and retrieval
Inventory control and annual physical count
Purchase order process; upload metadata and maintain POS database
Program POS system for inventory, pricing, discounts, metadata, customer database, special orders, awards program, and related
Manage merchant services, credit processing, and PCI compliance
Organize office operations and procedures; responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office; implement changes to improve office operational efficiency
Assist in preparation of annual budget; scheduling expenditures; analyzing variances; initiating corrective actions
Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends
Manage contract and price negotiations with office vendors, service providers and office lease
Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time maximizing discounts and terms
Maintains professional and technical knowledge of accounting, systems, and equipment
Point person for mailing, shipping, and office/store supplies & equipment
Handle customer inquiries and complaints
Assist in the onboarding process for new hires
Requirements:
Proven office management, administrative or assistant experience
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills
Proficient in MS Office and Apple Applications
Strong bookkeeping and accounting skills and knowledge including payroll, A/P, cash receipts/disbursements, bank reconciliation, and inventory
Knowledge of clerical practices and procedures
Knowledge of human resources management practices and procedures
Apple Mac computer skills and knowledge
Knowledge of POS & inventory management software and credit card processing