Accounting and Sales Support

Job description

Position Summary:

This Accounting Support position is a hybrid of accounting, sales administration and general office work, and reports to the Accounting Supervisor.

Major Job Duties and Responsibilities:

Accounting:

· Accounts Payable Invoices: Including 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: 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: Sending 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: Assist Accounting Supervisor 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: Maintain 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: Assist 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: 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

· Other duties as assigned

Sales Administration:

· Process incoming Customer Purchase Orders: Data entering (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: 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: As required, and under the direction of the Sales Manager, assist in preparing sales quotes for customers

· Other accounting or related duties as assigned

General Administration:

· Order, Stock and Organize company kitchen, office and janitorial supplies, including setting up the company cafeteria/kitchen each morning (filling the coffee and condiments area), monitoring Alhambra drinking water service (maintaining adequate supply of water), and an array of other general office duties.

· Other general office or facilities type duties as assigned

Others:

• Chinese speaking a big plus
• Flexible, able to multi-task

Job Type: Full-time

Pay: From $24.00 per hour

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:

• Office

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• Fremont, CA 94538: Reliably commute or planning to relocate before starting work (Required)

Work Location: One location