Excalibur Research Development & Manufacturing is seeking a reliable, organized, and detail-oriented Bookkeeper / Administrative & Operations Assistant to join our manufacturing team.
This is a hands-on position combining QuickBooks Online bookkeeping, general office administration, purchasing, and day-to-day operational support.
The successful candidate will work closely with our Operations Coordinator and management team to help keep both the financial and administrative sides of the business organized and running efficiently.
We are specifically looking for someone who is comfortable working in a manufacturing environment. Previous experience with manufacturing, fabrication, machining, construction, industrial, or another product-based business is strongly preferred.
BOOKKEEPING & ACCOUNTING RESPONSIBILITIES
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Enter and categorize receipts, purchases, and expenses in QuickBooks Online
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Enter and manage vendor bills
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Prepare and process vendor payments
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Apply customer payments and deposits to invoices
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Maintain accurate Accounts Payable (A/P) and Accounts Receivable (A/R) records
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Reconcile bank accounts and company credit cards
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Review transactions for accuracy and proper categorization
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Identify duplicate, missing, or incorrectly entered transactions
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Maintain organized financial records and supporting documentation
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Review outstanding customer invoices and vendor bills
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Assist with customer and vendor account discrepancies
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Maintain accurate records for equipment purchases, loans, and other business transactions
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Assist with month-end bookkeeping and account reconciliation
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Generate reports from QuickBooks Online as requested
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Work with management and our CPA/accountant to keep financial records accurate and current
ADMINISTRATIVE & OPERATIONS RESPONSIBILITIES
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Work alongside the Operations Coordinator to support daily manufacturing operations
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Assist with purchasing and ordering materials, supplies, hardware, packaging, and other products required for production
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Create and submit purchase orders to vendors
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Follow up with vendors regarding pricing, availability, lead times, and deliveries
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Monitor open purchase orders and help ensure materials arrive when needed
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Assist with receiving documentation and matching vendor invoices to purchase orders
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Communicate with vendors and suppliers regarding orders and account questions
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Assist with maintaining vendor and customer records
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Help maintain organized digital and physical company records
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Assist with general office administration, emails, phone calls, filing, and documentation
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Help coordinate information between the office and production floor
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Assist the Operations Coordinator with purchasing, order tracking, and other daily operational needs
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Help identify missing information or potential issues that could delay production
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Perform additional administrative and operational duties as needed
QUALIFICATIONS
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2+ years of bookkeeping and/or accounting support experience preferred
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QuickBooks Online experience required
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Experience with bank and credit card reconciliations
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Experience with Accounts Payable and Accounts Receivable
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Basic understanding of accounting and bookkeeping principles
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Previous purchasing, procurement, or vendor management experience is a plus
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Experience working with an ERP or manufacturing management system is a plus
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Strong computer skills and ability to learn new software
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Excellent attention to detail and accuracy
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Strong organizational and time-management skills
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Comfortable communicating with vendors, customers, and coworkers
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Ability to prioritize multiple responsibilities in a fast-paced manufacturing environment
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Able to work independently while also working closely with the Operations Coordinator and management
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Ability to maintain confidentiality when handling company financial information
Manufacturing Experience Preferred
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Experience working within a manufacturing, sheet metal fabrication, machining, construction, industrial, or other product-based business is strongly preferred.
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The ideal candidate will understand that manufacturing bookkeeping and administration involves more than basic data entry. You may be working with raw material purchases, outside processing, freight, equipment, customer deposits, purchase orders, vendor invoices, inventory-related purchases, and production-related expenses.
What We're Looking For
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We are looking for someone who can become a dependable part of our day-to-day operation.
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This person should be equally comfortable reconciling a credit card in QuickBooks, placing an order with a material supplier, following up on a late delivery, reviewing a vendor invoice, or helping the Operations Coordinator resolve an administrative issue affecting production.
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We value someone who takes initiative, pays attention to details, asks questions when something doesn't look right, and follows tasks through to completion.
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Takes pride in being productive, contributing to the team and is willing to step in and help wherever needed
Personal cell phone use, social media, and other non-work-related activities should be kept to breaks and personal time and should not interfere with job responsibilities or productivity.
DETAILS
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Paid Time Off
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Paid Holidays
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Health, Dental & Vision Benefits
HOURS
Monday - Friday, 9:00AM - 4:00PM
(Some flexibility)