Duties/Responsibilities:

  • 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keeping; design and implement filing systems; ensure security, integrity and confidentiality of data; establish a historical reference for the office by outlining procedures for protection, retention, record disposal, and retrieval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