Experienced Office Administrator - EntroGen, Inc.

EntroGen, a leader in oncology diagnostic products, is seeking a highly motivated, detail oriented, dynamic and capable individual to fill an Office Administrator position at our Warner Center location in Woodland Hills. Responsibilities include general accounting such as invoicing, vendor payments, supply chain logistics such as export documentation and inventory management. The individual will carry a general office support function. Other duties include customer/prospect interaction, supply ordering as well as light executive support.

The candidate will possess comprehensive knowledge in:

• Quick Books Accounting software
• MS Office
• Prior experience within a biotech, software or other high tech industry is a plus
• Familiarity with common Internet tools

The Company offers a competitive compensation package, a positive working environment, and an opportunity to learn and grow.

Minimum requirements

Candidates must be able to work for any U.S. employer.

B.S./B.A in related disciplines with 3-5 years of industry experience.

Candidates must be able and willing to lift up to 25 lbs.

Candidates must submit resumes along with compensation requirements.

No agencies, please.

Detailed Duties Listed Below:

Accounts Payable

Matching bills: match incoming invoices to packing slips for quantities and price discrepancies

Enter Approved bills into QuickBooks for payment

Corresponding with vendors

Requesting account statements to ensure no bills are misplaced

Completing applications for net terms with new approved vendors

FedEx and DHL payment and reconciliation to shipments

Credit Card Reconciliation: spreadsheet of CC purchases into expense categories with totals

Accounts Receivable

Running regular A/R aging to monitor timely payments, send statements with stale receivables

Production Coordination

Interface with Production department on product availability and special requests

Supply Ordering

Processing inter-office supply requests by placing orders with approved vendors

Ensure stock of the following and order when necessary: ProPak shippers, temperature sensors, FedEx labels, gel packs, tape, and office supplies

Tracking orders when necessary

Corresponding with vendors on ordering issues

Order Fulfillment

Processing incoming customer orders, creating customer invoices and packing lists, packaging outgoing goods

Procuring dry ice for international shipments

Corresponding with customers with order confirmations

Creating FedEx and DHL labels and scheduling pickups

Corresponding with customs brokers for international shipments

Resolving occasional issues with FedEx outbound deliveries

Office

Generating and processing monthly/quarterly sales tax deposits

Replenish gel packs in freezer

Submitting maintenance requests to the landlord

Answering phones

Processing USPS mail

Other

Effectively utilize eQMS (EntroGen quality management system) to track product lots

Organizing office birthdays and company-wide events

Alphabetizing and storing invoices in July of every year for Fiscal Year end

Maintaining customer files with the retention policy in mind

Organizing the shipping area for efficiency

Occasionally processing applications for credit terms and check references for new customers

Various additional office tasks

Special projects: writing and updating SOPs.