Office Administrator/Bookkeeper – Sealy, TX

Office Administrator/Bookkeeper

Division:  Accounting

Location:  Sealy, Texas

Job Purpose:

Provides general accounting support to include Accounts Payable, Accounts Receivable, General Ledger, Month-End Close, and general office administration duties for an off-site division of a manufacturing company in the US. The ideal candidate must be able to work independently while multi-tasking and working positively with all members of the site team. Must be comfortable working in a very small, fast-paced, entrepreneurial manufacturing environment with limited processes in place. The candidate will also be working with the local team to streamline and automated manual tasks.

Duties/Responsibilities:

The Office Administrator/Bookkeeper will provide accurate and timely processing for all accounts payable, accounts receivable and all other general ledger and accounting functions. Duties include but are not limited to:

Accounts Payable

  • On a daily basis, review all AP invoices received by receiving documentation and purchase orders. Follow up with Operations to confirm receipts for invoices where Accounting does not have receiving documentation.
  • Maintain W9’s for all suppliers; ensure the system is updated to ensure only those suppliers that require 1099’s are set up accordingly.
  • Responds to all requests for company resale certificates.
  • Performs reconciliations of bank accounts daily and as part of month-end close activities.

Accounts Receivable

  • Perform an onboarding process for all new customer accounts.
  • Processes all outgoing shipments as well as shipment as well as invoices for customer orders in accordance with customer PO terms and emails or mails them to customers daily.
  •  Prepares and makes daily remote check deposits to bank account. Processes all credit card payments through merchant services. Inputs and applies cash receipts to invoices in ERP system.
  • Review and monitor AR Aging Report on a weekly basis. Make daily/weekly customer follow-up calls regarding payments from customers. Work to ensure that invoices more than 30 days past due are expedited for payment.
  • Maintain all resale certificates for customers exempt from sales and use tax and ensure the system is updated to correctly charge sales tax as needed.
  • Provide company W-9, certificates of insurance, and banking details to customers as requested.

Month End/General Ledger

  • Maintains financial schedules for all assigned sub-ledger.
  • Perform all month-end close activities to include processing recurring journal entries, reconciling all sub-ledgers to the general ledger, and resolving all variances prior to the final close schedule. Maintain and work with month-end checklist to ensure all items are completed by month-end close deadline. Verify all entries have been correctly entered prior to generating final reports for review.
  • Submit all completed month end reconciliations, reports, and final financial statements to Corporate Accounting by the applicable deadline.

Inventory/WIP/Job Costing

  • Coordinates monthly cycle counts with the operations team. Reconciles subledger to general ledger and books required adjusting entries. Notifies Corporate Accounting of large variances or issues that require resolution identified during counts.
  • Ensure accurate job costing and reconcile WIP subledger to general ledger at month end to ensure all costs purge correctly for jobs that have shipped.
  • Assist with audit requests and inventory sample counts as required.

Payroll/Administration

  • Track and verify all labor hours worked, all vacation/sick days taken and forwards to outsourced HR for payroll processing. Input job hours in ERP system daily.
  • Site contact for employee administration requests. Route to outsourced HR for processing.
  • Work directly with General Manager on site specific items.
  • Coordinates communications and implementation for benefits, employment law, time keeping, safety, etc. between corporate headquarters and/or outsources and employees.

Skills/Qualifications:

  • Accounting
  • Familiarity with payroll, inventory control, cycle counting/physical inventory, cost accounting
  • Reporting skills
  • Good attention to detail
  • Deadline-oriented
  • Confidentiality
  • Time management
  • Good sense of humor

Education and Experience Required:

  • BA/BS in Accounting preferred
  • 3-7 years related work experience
  • Proficiency in Microsoft Office
  • Manufacturing and ERP system experience

To Apply

Please email your résumé with a cover letter indicating which position you are interested in to: hr@titanmf.com.

If TITAN does not have the job position you are currently looking for, we’d still love to hear from you. Send us an email with your resume, and we’ll keep it on file should a related job come available.

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