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:
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.
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