Operations Administrator / Bookkeeper - MG New York

Operations Administrator / Bookkeeper

Accounts payable / Accounts receivable

Preparing wires and checks

Expense report Management

• Recording and handling all employees expense reports
• evaluation
• reimbursement 
• entering data into QuickBooks

Reporting

• Must provide information for monthly financial and year end reports [work with operations to complete this task]
• Monthly bank statement reconciliation
• Aging report Management [Follow up with clients as needed]

Traffic

• Confirm rates with freight forwarder
• Customs clearance
• Liaison with trucker for deliveries for DDP shipments
• Monitor shipments and work with freight forwarders 

Data Management

• Posting all expenses in QuickBooks

ASN Creation

• Advanced Shipment Notifications

Ad hoc Reporting

• Fill out financial information
• Client onboarding forms
• Client Financial Annual reviews
• Dun and Bradstreet reports for new clients
• Ageing Report

Operations collaboration

• Must work with Operations Manager
• Use PO tracking Excel document for issuing invoices

FedEx Billing: review and approvals 

Management of Business Certifications

• Women's owned application and renewal 

Liaison with accountant

Insurance Management

Employee Health care:  proposals review and renewals 

Company Insurance: application and renewals

• travel insurance
• commercial package
• marine coverage
• liability policy 
• any additional insurance needs

Liaison with Paychex

• enrolling new employees
• calculation needed when an employee’s leaving the company
• monitor and request to transfer funds to Paychex

Cash Management

• Investing overnight funds and request for loans when applicable

Critical Skills:

• Able to work with different currencies: Euros, British Pounds, RMB
• Understanding of freight terms
• Expert in QuickBooks

Requirements

• This applicant reports to me and must work at the office at least for initial 4 months
• This position will report directly to the president of the company

Additional Skills

• Knowledge of ERP systems/ SAP / Ariba helpful