About us
Pandesco is a small and growing technology provider offering technology and services to the Retail, Apparel and Specialty industries.
Why Pandesco?
- Casual environment focused on teamwork
- Growing company – become an early key contributor
- Competitive salary
- Health benefits (once hired full time)
- Paid time off
The Office and Operations Manager is responsible for overseeing the daily operations of the Pandesco office and its various functions as well as it equipment inventory. Their duties include maintaining the books, procurement, shipping, receiving, inventory management, communicating with employees, communicating with clients and various activities related to keeping the company operating efficiently. This position reports to the President & CEO. This is a 6 month contract to hire position.
- Tracking the company calendar and organization wide events. This includes employees time off and schedules
- Answering telephone calls and emails from customers and clients and directing them to relevant staff
- Monitoring office supplies and ordering new stationery, furniture, appliances and electronics as required
· Monitoring equipment inventory and ordering as required for customers
· Tracking inventory and licensing for invoicing, replenishment and fulfilment
- Coordinating new office employees and organizing their employment paperwork. Getting them setup in the various systems
- Coordinating new vendors and clients and organizing their paperwork. Getting them setup in the various systems
- Reporting office progress to senior management and working with them to improve office operations and procedures
Administrative Functions
· Plan, develop, organize, implement, evaluate and direct the facility's accounting and book keeping functions under the supervision of the President and/or appropriate executive management
· Review the facility s accounting policies and procedures periodically, at least annually, and make recommendations to the President and/or appropriate executive management
· Interpret the facility s accounting policies and procedures to employees, clients, government agencies, etc., as necessary.
· Assist employees in the development and use of accounting policies and procedures, and inventory practices. Establish a rapport in and between employees and groups so that each can realize the importance of accurate reporting procedures.
· Monitor internal controls to assure compliance with established procedures.
· Represent the facility at and participate in top level meetings as required.
· Schedule and participate in departmental meetings.
· Serve as liaison to the President, technical staff, and other professional and supervisory staff.
· Assist in the establishment and maintenance of an adequate accounting and inventory systems that reflects the operating cost of the organization.
· Assist in standardizing the methods in which work will be accomplished.
· Establish and maintain a system of financial record keeping to include ledgers, recording payments, writing receipts, posting cash journals, prepare and make bank deposits, etc.
· Establish and maintain a system of accounts payable, to include invoicing, purchase orders, pay vouchers, check register, ledgers, inventory, receiving, shipping, etc., as necessary.
· Maintain the general ledger to include the preparation of journal entries, coding of invoices, accounts analysis and reconciliation, closing books, setting up new accounts, etc., as necessary or instructed.
· Monitor and collect accounts receivables. Report delinquent accounts to the President and/or appropriate executive management
· Assist in preparing monthly financial statements to include preparing monthly balance sheet, income and expense reports, etc., as required.
· Review and interpret monthly financial statements and provide such information to the President and/or appropriate executive management
· Maintain accurate inventory of owned and client held equipment. Work with Technical staff on projects and other events that require billing and inventory activities
· Track shipping as well as making sure all shipping costs are captured and re-billed as appropriate
· Prepare financial and statistical reports as required.
· Perform functions of computer/data processor as necessary.
· Develop and utilize computer reports and output as required.
· Maintain payroll to include maintenance of employee records, processing time cards, paychecks, and interactions with the third party payroll and benefits provider
· Review complaints and grievances and make written reports of action taken.
· Assist in the planning and implementation of changes in the accounting system.
· Assume the administrative authority, responsibility, and accountability of directing the accounting, inventory and business operations functions and programs.
Skills:
- Proven experience as an Office manager, Executive assistant or Administrative assistant
- Proven track record of Book Keeping skills
- Proven experience with inventory management
- Proficiency in Zoho Books and Inventory preferred, or other well known accounting platform like Quickbooks, Microsoft Dynamics, Sage, Netsuite, etc.
- Proficiency in MS Office (MS Excel and MS Outlook, in particular)
- Experience in using Microsoft Teams and MS365
- Experience with procurement, shipping, receiving and associated processes and documents
- 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 in a fast-paced environment
Job Types: Full-time, Contract
Pay: $19.00 - $25.00 per hour
Expected hours: 40 per week
Benefits:
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Paid time off
- Professional development assistance
- Vision insurance
Schedule:
Education:
Experience:
- Administrative experience: 3 years (Required)
- Bookkeeping: 3 years (Required)
- Microsoft Office: 3 years (Required)
Work Location: In person