Book keeper/ Controller Biotechnology Supplier

ProcessHQ, Inc.; Glendale (CA); On-site; USD 60,000 - 90,000; Full time

Benefits offered by this job

401(k)

Dental insurance

Free food & snacks

Health insurance

Job summary

ProcessHQ, Inc. in Glendale, CA is seeking an experienced Bookkeeper/Operations professional with hands-on QuickBooks experience to manage day-to-day accounting and financial activities.

You will collaborate with management, purchasing, operations, sales, and outside CPAs to maintain accurate records, reconcile accounts, and generate financial reports critical to decision making. This role requires meticulous work, integrity, and the ability to own the bookkeeping function in a growing

Qualifications

• Minimum 5 years of bookkeeping or accounting experience preferred.
• Significant hands-on QuickBooks experience is required.
• Strong working knowledge of: Accounts Payable, Accounts Receivable, General Ledger, Bank reconciliations, Credit card reconciliations, Journal entries, Financial reporting, Month-end closing activities.
• Strong Microsoft Excel skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to independently identify, research, and resolve accounting discrepancies.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Ability to work effectively with management, customers, vendors, employees, and outside accounting professionals.

Responsibilities

• Perform day-to-day bookkeeping and accounting functions using QuickBooks.
• Enter and properly categorize financial transactions.
• Perform monthly account reconciliations and assist with month-end and year-end closing activities.
• Review transactions for accuracy and investigate discrepancies.
• Maintain an accurate and organized Chart of Accounts.
• Generate Profit & Loss Statements, Balance Sheets, AP/AR reports, and other financial reports requested by management.
• Work closely with outside CPAs and accounting professionals for year-end closing, tax preparation, and other financial requirements.
• Enter, review, and process vendor invoices.
• Match vendor invoices against applicable purchase orders and receiving documentation.
• Investigate pricing, quantity, freight, tax, or other discrepancies before payment.
• Schedule and process vendor payments in accordance with approved payment terms.
• Maintain accurate vendor records and payment histories.
• Reconcile vendor statements and resolve outstanding discrepancies.
• Assist Purchasing and Operations with vendor-related accounting questions.
• Maintain documentation supporting vendor invoices, credits, returns, and payments.
• Prepare and issue customer invoices accurately and promptly.
• Apply customer payments and maintain accurate customer account balances.
• Monitor outstanding accounts receivable and customer payment terms.
• Prepare and review AR aging reports.
• Follow up professionally with customers regarding past-due invoices.
• Research and resolve customer payment discrepancies, short payments, credits, and deductions.
• Coordinate with Sales and Management when customer account issues require additional attention.
• Assist with credit memos, returns, pricing adjustments, and other customer account transactions.
• Reconcile purchase orders, receiving records, and vendor invoices.
• Identify and investigate discrepancies between purchase orders and vendor invoices.
• Assist with inventory-related accounting transactions and reconciliation.
• Ensure freight, shipping, material, and other applicable costs are properly recorded.
• Assist with reviewing inventory adjustments and discrepancies from an accounting perspective.
• Support reconciliation of purchased materials and components used in manufacturing operations.
• Assist management with product cost and margin information when requested.
• Maintain accurate documentation supporting financial and inventory-related transactions.
• Perform regular bank reconciliations.
• Reconcile company credit card accounts.
• Record deposits, ACH transactions, checks, wire transfers, credit card transactions, and other banking activity.
• Assist with payroll processing and payroll-related accounting.
• Prepare routine financial reports for management.
• Provide AP and AR aging reports.
• Provide requested sales, expense, vendor, customer, and product-related financial information.
• Support management in identifying unusual expenses, cost increases, or financial discrepancies.
• ProcessHQ operates within a quality-controlled environment serving regulated life-sciences customers. The Bookkeeper is expected to maintain financial and supporting records in an organized, accurate, and readily retrievable manner.

Skills

Bookkeeping

QuickBooks

Accounts Payable

Accounts Receivable

General Ledger

Bank reconciliations

Journal entries

Financial reporting

Month-end closing

Excel

Attention to detail

Organizational skills

Tools

QuickBooks

Job description

Benefits:

• 401(k)
• Dental insurance
• Free food & snacks
• Health insurance

Position Summary

ProcessHQ, Inc. is seeking an experienced, highly organized, and detail-oriented Bookkeeper/Operations professional with significant hands-on QuickBooks experience to manage and support the company's day-to-day accounting and financial activities.

ProcessHQ serves the biopharmaceutical, biotechnology, and life-sciences industries through the design, manufacture, assembly, packaging, storage, and distribution of single-use assemblies, sterile components, and bioprocess components.

The successful candidate will be responsible for maintaining accurate financial records while working closely with management, purchasing, operations, sales, and outside accounting professionals. This position requires more than basic data entry. We are looking for an experienced individual who understands accounting fundamentals, recognizes discrepancies, investigates problems, and takes ownership of maintaining accurate and current financial records.

Key Responsibilities

QuickBooks & General Accounting

• Perform day-to-day bookkeeping and accounting functions using QuickBooks.
• Enter and properly categorize financial transactions.
• Perform monthly account reconciliations and assist with month-end and year-end closing activities.
• Review transactions for accuracy and investigate discrepancies.
• Maintain an accurate and organized Chart of Accounts.
• Generate Profit & Loss Statements, Balance Sheets, AP/AR reports, and other financial reports requested by management.
• Work closely with outside CPAs and accounting professionals for year-end closing, tax preparation, and other financial requirements.

Accounts Payable & Vendor Management

• Enter, review, and process vendor invoices.
• Match vendor invoices against applicable purchase orders and receiving documentation.
• Investigate pricing, quantity, freight, tax, or other discrepancies before payment.
• Schedule and process vendor payments in accordance with approved payment terms.
• Maintain accurate vendor records and payment histories.
• Reconcile vendor statements and resolve outstanding discrepancies.
• Assist Purchasing and Operations with vendor-related accounting questions.
• Maintain documentation supporting vendor invoices, credits, returns, and payments.

Accounts Receivable & Customer Management

• Prepare and issue customer invoices accurately and promptly.
• Apply customer payments and maintain accurate customer account balances.
• Monitor outstanding accounts receivable and customer payment terms.
• Prepare and review AR aging reports.
• Follow up professionally with customers regarding past-due invoices.
• Research and resolve customer payment discrepancies, short payments, credits, and deductions.
• Coordinate with Sales and Management when customer account issues require additional attention.
• Assist with credit memos, returns, pricing adjustments, and other customer account transactions.

Purchase Orders, Receiving & Inventory-Related Accounting

Responsibilities include:

• Reconcile purchase orders, receiving records, and vendor invoices.
• Identify and investigate discrepancies between purchase orders and vendor invoices.
• Assist with inventory-related accounting transactions and reconciliation.
• Ensure freight, shipping, material, and other applicable costs are properly recorded.
• Assist with reviewing inventory adjustments and discrepancies from an accounting perspective.
• Support reconciliation of purchased materials and components used in manufacturing operations.
• Assist management with product cost and margin information when requested.
• Maintain accurate documentation supporting financial and inventory-related transactions.

Banking & Cash Management

• Perform regular bank reconciliations.
• Reconcile company credit card accounts.
• Record deposits, ACH transactions, checks, wire transfers, credit card transactions, and other banking activity.

Payroll & Employee-Related Accounting Support

As applicable to the company's payroll structure:

• Assist with payroll processing and payroll-related accounting.

Financial Reporting & Management Support

• Prepare routine financial reports for management.
• Provide AP and AR aging reports.
• Provide requested sales, expense, vendor, customer, and product-related financial information.
• Support management in identifying unusual expenses, cost increases, or financial discrepancies.

Quality & Documentation Requirements

ProcessHQ operates within a quality-controlled environment serving regulated life-sciences customers. The Bookkeeper is expected to maintain financial and supporting records in an organized, accurate, and readily retrievable manner.

The position requires:

• Strong document control and recordkeeping practices.
• Accurate maintenance of supporting documentation.
• Consistent adherence to company procedures.

Required Qualifications

• Minimum 5 years of bookkeeping or accounting experience preferred.
• Significant hands-on QuickBooks experience is required.
• Strong working knowledge of:
  • Accounts Payable
  • Accounts Receivable
  • General Ledger
  • Bank reconciliations
  • Credit card reconciliations
  • Journal entries
  • Financial reporting
  • Month-end closing activities
• Strong Microsoft Excel skills.
• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to independently identify, research, and resolve accounting discrepancies.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Ability to work effectively with management, customers, vendors, employees, and outside accounting professionals.
• High degree of integrity, professionalism, confidentiality, and accountability.

Preferred Qualifications

• Experience with QuickBooks Enterprise and/or QuickBooks Online.
• QuickBooks certification is a plus.
• Previous bookkeeping/accounting experience in a manufacturing or distribution environment.
• Experience working with outside CPAs.
• Experience supporting small-to-mid-sized privately held businesses.
• Experience within the pharmaceutical, biotechnology, medical device, life-sciences, or other regulated industries is highly desirable.

Key Attributes for Success at ProcessHQ

The ideal candidate will be:

• Detail-oriented: Financial accuracy is essential.
• Accountable: Takes ownership of responsibilities and follows issues through to resolution.
• Proactive: Identifies discrepancies and potential problems rather than waiting for them to be discovered.
• Organized: Maintains accurate, accessible, and complete financial records.
• Analytical: Comfortable researching transactions and determining why discrepancies occurred.
• Responsive: Understands the importance of timely communication with customers, vendors, and management.
• Flexible: Comfortable working in a growing company where priorities can change quickly.
• Team-oriented: Works effectively with Accounting, Purchasing, Operations, Sales, Quality, and Management.

Performance Expectations

The ProcessHQ Bookkeeper will be expected to maintain accurate and current financial records, keep AP and AR information up to date, complete reconciliations on schedule, maintain organized supporting documentation, and promptly identify and resolve discrepancies.

Most importantly, we are seeking an experienced accounting professional who takes ownership of the bookkeeping function. The successful candidate should understand the transactions being entered, recognize when something does not appear correct, investigate the underlying issue, and communicate concerns to management when appropriate.

ProcessHQ, Inc. is an Equal Opportunity Employer.