14344913
Located in Elmira Heights, NY
Pay: 50000-60000
Job Full Description
Job Summary:
We are seeking an organized and detail-oriented Office Manager/Bookkeeper to oversee and maintain the financial transactions of our business. This role will be responsible for managing accounting tasks, customer invoicing, accounts payable, payroll, and ensuring smooth operations of our office functions. The ideal candidate will have a strong understanding of accounting principles, proficient knowledge of accounting software, and the ability to handle multiple responsibilities in a dynamic environment.
Key Responsibilities:
Quote Process:
- Print requests, drawings, and other related documents.
- Create Routing Memos & Checklists for quoting.
- Determine whether a new part number needs to be created.
- Enter quoting data into the ERP system (QT9), ensuring part descriptions are accurately transcribed.
- For new parts or revisions, collaborate with the machine shop for tooling reviews.
- Generate quoting history reports for current parts and submit them to management.
- Enter pricing once RFQs are received from management and send quotes to customers.
- Properly file all quotes for future reference.
Sales Order Entry:
- Answer incoming phone calls and emails from customers.
- Determine whether the order is for an existing or new part, and create/update records accordingly in QT9.
- Update inventory, work cards, and quoting records.
- Enter sales orders into QT9, update work cards, and ensure orders are processed correctly.
- Verify pricing and confirm orders, responding with necessary price adjustments.
- Ensure that all sales orders are properly filed and documented.
Shipping:
- Manage daily shipping tasks, ensuring that 4-6 packages are shipped.
- Determine which packages should be shipped based on schedule and requirements.
- Physically package, weigh, and complete necessary shipping paperwork.
- Create invoices and packing slips in QT9.
- Generate shipping labels and schedule FedEx pickups.
- Maintain a daily shipping log.
Accounts Receivable and Customer Invoicing:
- Maintain an up-to-date customer list in the ERP system.
- Enter vendor invoices and credit memos into the ERP system.
- Verify that all transactions are recorded accurately in the correct ledgers.
- Distribute sales invoices to customers and monitor accounts receivable.
- Process customer payments and generate credit memos as needed.
- Perform daily financial transaction postings and maintain records.
Accounts Payable, Bookkeeping, and Banking:
- Process payments to vendors using SAGE Accounting 50 US and transitioning to QT9 ERP.
- Prepare and track bank deposits and maintain accurate transaction records.
- Reconcile accounts and general ledgers to ensure accuracy.
- Maintain trial balances and verify the accuracy of transactions.
- Ensure compliance with local laws for financial reporting.
Payroll Processing and Disability Insurance:
- Issue and collect employee timecards, entering hours into ADP and processing payroll weekly.
- Maintain payroll records, generate payroll ledgers, and perform journal entries in QT9.
- File payroll reports and assist with any payroll-related adjustments.
- Familiarity with ADP reports and ability to generate necessary payroll documentation.
Filing and Documentation:
- File work cards, quotes, and other important records after job completion.
- Assist with filing documents in the Quality Assurance department.
- Maintain job boards and schedules for the machine shop and Quality Assurance teams.
- Perform periodic searches for open orders and maintain easily accessible IMR records.
Required Skills and Knowledge:
- Basic accounting knowledge and experience with ERP software such as SAGE or QT9.
- Familiarity with accounting principles and best practices.
- Strong data entry skills and attention to detail.
- Proficiency in Microsoft Excel and general knowledge of Microsoft 365 applications (Teams, SharePoint, Outlook, OneDrive, Power Automate, etc.).
- Ability to produce accurate and organized work in a fast-paced environment.
- Strong organizational skills and professionalism.
Nice to Have:
- Knowledge of manufacturing requirements such as PQR1010, PQR1020, and PQR1050 is a plus.
- Experience with AS9100, ISO9001, and 9xxx standards.
- Advanced Microsoft 365 skills beyond basic Office applications, including MS Teams, Zoom, and Power Automate.
- Familiarity with Windows 10/11 operating systems and enterprise network environments.
- Ability to be bonded is required.
Corning, NY
2583
11849 East Corning Road
Suite 101
Corning, NY 14830
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