Accounts Payable: Perform validation of supplier invoices, confirm costs with company purchase orders, obtain approvals from management when applicable, ensure all supplier payments are accurate and timely by preparing wire-transfers or checks, and record all transactions accurately in QuickBooks Enterprise Solutions. This requires working closely with the Receiving and Purchasing Departments and vendors to resolve invoicing discrepancies.
Accounts Receivable: Set-up and maintain customer accounts in QuickBooks. Coordinate with management personnel to confirm that customer invoicing is accurate and timely to ensure that customer and management satisfaction is maintained. This includes tracking project milestones to initiate invoice generation, monitoring aging and collection of customer accounts, and recording all transactions accurately in QuickBooks. This requires interfacing directly with Project Engineers/Managers and customer accounts payable departments.
Sales Commissions: Responsible for the periodic computation of sales commissions earned in the format negotiated by management. Ongoing maintenance of commission schedules and sales representative accounts. This involves working with the Sales Department to ensure accurate and timely completion of commission schedules and providing accurate reports to sales representative agencies.
Payroll: Collection of all necessary data to process bi-weekly payroll in cooperation with payroll provider to make sure that employees are paid timely. Maintain records and provide employee assistance as needed. Manage and reconcile employee benefits within payroll program. Record all transactions accurately in QuickBooks.
401K Program: Responsible for management of 401K program. Arrange meetings with financial advisors and employees, process paperwork, file reports in a timely manner, interface with account representative.
Sales tax: Reconcile and process sales tax returns on a timely basis.
Cash Management: Prepare or record bank deposits and bank reconciliations, anticipate & organize cash-flow management.
Periodic Closing: Perform the monthly accounting close activities such as calculations and posting of accruals in QuickBooks, reconcile and maintain accurate ledger, bank and credit card accounts with QuickBooks, preparation of management and tax reporting (incl. 1099 etc.) in cooperation with our tax advisor, where necessary.
QuickBooks Maintenance: Responsible for the maintenance of most aspects of QuickBooks which may include the chart of accounts, Income Statement and Balance Sheet structure, Vendor & Customer Master data as well as overall data integrity. An emphasis will be placed on ensuring data integrity, appropriate internal controls, proper accounting methodology, and adherence to internal and external reporting deadlines as related to general accounting functions.