Accounting & Purchasing Assistant & Office Admin

PlaneWave, Inc.; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

PlaneWave, Inc. is seeking an experienced Bookkeeping Professional to support day-to-day accounting and office operations. You will manage AP/AR, vendor setup in QBO, payroll data entry, and monthly closings while handling confidential information with accuracy.

The role requires 5+ years in full-cycle accounting, proficiency in QuickBooks Online, and knowledge of multi-state sales tax filings. A detail-oriented, organized candidate will thrive in this small manufacturing environment.

Qualifications

• 5+ years of experience in Accounting, office administration, purchasing, or similar role.
• Strong understanding of accounting principles and financial reporting.
• Strong knowledge of payroll processing and account reconciliations.
• Advanced proficiency with QuickBooks Online.
• Experience with manufacturing, engineering, aerospace, electronics, or hardware is a plus.
• Ability to work independently and manage multiple tasks with minimal supervision.

Responsibilities

• Assist with Accounts Payable, vendor setup in QBO, purchase orders, invoices, packing slips, and receipts.
• Process payments on time for vendor invoices.
• Categorize expenses and reconcile bank and card transactions.
• Assist with Accounts Receivable, customer setup in QBO, sales orders, estimates, and progress invoices.
• Track customer payments and open balances; run reports in QBO.
• Coordinate with outside CPA and maintain month-end documentation.
• Support Purchasing: issue POs, obtain quotes, match POs with packing slips.
• Office Administration: handle calls, emails, records, and scheduling.

Skills

Accounting knowledge

Office administration

Purchasing

Compliance knowledge

Communication skills

Organizational skills

Attention to detail

Multitasking

Manufacturing experience

Tools

Microsoft Office

Google Workspace

Excel

QuickBooks Online

Job description

We are a small manufacturing company seeking an experienced and detail-oriented Bookkeeping Professional to support day-to-day Accounting Department and Office Operations. This role is ideal for a bookkeeping professional with strong organizational skills, extensive accounting knowledge, and a proven ability to multi task while ensuring accuracy, efficiency, and compliance. Must have a full understanding of the chart of accounts, general ledger and journal entries. Familiar with inventory. The ideal candidate must have 5+ years of full cycle accounting experience. This position is ideal for someone who is comfortable working with numbers and can handle a high volume of emails and confidential information. Proficient with QuickBooks Online and significant experience with Federal, State, and Local Tax return compliance.

Responsibilities

Accounting Support - AP / AR

• Assist with Accounts Payable, vendor setup in QBO, purchase orders, Invoices, packing slips, and receipts.
• Process payments on time for vendor invoices as needed.
• Categorize expenses bank and credit card transactions. Track receipts and invoices accordingly.
• Assist with Accounts Receivable, customer setup in QBO, sales orders, estimates, and progress invoices .
• Track and follow up on customer payments and open balances.
• Run and customize reports in QBO as necessary.
• Must have extensive knowledge of Sales and Use Tax filings, multi-state preferred.
• Payroll processing and data entry in QBO.
• Bank and credit card reconciliations. Brokerage statement reconciliations a plus.
• Maintain accurate accounting records and support month-end documentation.
• Collaborate and communicate daily with the head bookkeeper and coordinate with outside CPA as needed.

Purchasing Support:

• Create, issue, and track purchase orders.
• Request quotes from vendors and suppliers.
• Compare vendor pricing, lead times, and availability.
• Follow up with vendors on order status, delivery schedules, and backorders.
• Maintain supplier contact information and purchasing records.
• Match purchase orders with packing slips for accounting and inventory purposes.
• Support purchasing documentation and recordkeeping.
• Assist with sourcing parts, materials, office supplies, and services as needed.
• Communicate purchasing updates to management, accounting, and operation's teams.

Office Administration:

• Answer and direct phone calls and emails professionally.
• Maintain organized digital and physical office records, files, and company documents.
• Assist with customer, vendor, and supplier communication.
• Order office supplies and coordinate basic facility needs.
• Support management with scheduling, paperwork, forms, and general administrative tasks.
• Assist with company forms, certificates, compliance documents, and internal files.
• Coordinate shipping, receiving, and logistics paperwork when needed.
• Follow up on pending administrative tasks and help keep office operations organized.

Qualifications

• 5+ years of experience in Accounting, office administration, purchasing, or similar role.
• Strong understanding of accounting principles and financial reporting.
• Strong knowledge of payroll processing and account reconciliations.
• Proficiency with Microsoft Office, Google Workspace, Excel, and PDF documents.
• Experience in manufacturing, engineering, aerospace, electronics, or hardware.
• Experience working with outside accountants, CPAs, or bookkeepers.
• Ability to help improve administrative, purchasing, and accounting processes.
• Able to work independently and follow up without constant supervision.
• Excellent organizational, analytical, and problem-solving skills.
• Advanced proficiency with QuickBooks Online.
• Strong attention to detail and accuracy.
• Highly organized.
• Good written and verbal communication skills.
• Ability to prioritize tasks and manage multiple responsibilities.
• Comfortable communicating with customers, vendors, and internal team members.
• Comfortable in a small-business environment.