Bookkeeper/Office Administrator Position Available In Seminole, Florida

Bookkeeper/Office Administrator Curis System Llc Oviedo, FL 32765

Benefits:

401(k) 401(k) matching Competitive salary Dental insurance Donation matching Free uniforms Health insurance Opportunity for advancement Paid time off Vision insurance Our company is a leading biodecontamination equipment manufacturer and service provider , specializing in devices that sterilize and decontaminate biological contaminants. We are seeking an experienced Bookkeeper/Office Administrator to join our team full-time on-site. In this hybrid role, you will manage the company’s financial records and oversee daily office operations to ensure smooth business functioning. The ideal candidate has a strong background in a manufacturing environment and is highly proficient in QuickBooks Desktop , including advanced functions like progress invoicing (billing projects in stages). You will play a critical role in maintaining accurate financial records, supporting administrative needs, and coordinating with both vendors and customers to keep our operations running efficiently.

Key Responsibilities Accounts Payable & Receivable:

Manage all aspects of A/P and A/R. This includes processing vendor bills, issuing purchase orders, and ensuring timely payment of invoices; and preparing customer invoices (including progress invoices for long-term projects and tracking payments. Monitor aging receivables and follow up with customers on outstanding balances.

Invoicing & Billing:

Generate and send invoices through QuickBooks Desktop, utilizing progress invoicing features for project-based billing (invoicing from estimates in stages rather than one lump sum. Work closely with the sales and service teams to bill customers at appropriate project milestones. Ensure that all billable items (equipment, services, labor) are captured and invoiced accurately.

Financial Record Keeping:

Record day-to-day financial transactions and maintain the general ledger . Ensure that all entries are coded to the correct accounts (e.g., materials, labor, overhead) in line with GAAP standards . Maintain an organized filing system (physical and digital) for financial documents, contracts, and receipts. Prepare monthly financial reports (income statements, balance sheets, cash flow) for management and assist with forecasting and budgeting as needed.

Account Reconciliation:

Reconcile bank accounts and credit card statements on a monthly basis to ensure accuracy of records. Investigate and resolve any discrepancies in a timely manner. Reconcile subsidiary ledgers (accounts payable, accounts receivable, inventory) to the general ledger. Assist in preparing year-end closing adjustments and work with external accountants to facilitate audits or tax filings.

Payroll & HR Support:

Process payroll or liaise with an external payroll service to ensure employees are paid accurately and on time. Track and record payroll expenses and benefits in QuickBooks. Maintain confidentiality of employee records and assist with HR administrative tasks such as onboarding paperwork and time sheet verification. Ensure compliance with relevant labor regulations and company policies.

Vendor & Customer Coordination:

Act as a point of contact for vendors and suppliers. Coordinate procurement of office and manufacturing supplies, raw materials, and services by obtaining quotes and placing orders. Manage vendor relationships, resolve billing or payment issues, and ensure we have necessary supplies for uninterrupted production. Similarly, communicate with customers regarding invoice inquiries, payment plans, or scheduling of service appointments. Provide excellent customer service in all financial and administrative interactions.

Office Administration:

Oversee day-to-day office operations to maintain a productive work environment. Manage office supply inventory and order supplies/equipment as needed, ensuring cost-effectiveness. Handle general administrative duties such as answering and directing phone calls, managing incoming mail and emails, and greeting on-site visitors in a professional manner. Coordinate office maintenance.

Compliance & Documentation:

Ensure all financial practices comply with Generally Accepted Accounting Principles (GAAP) and company policies. Prepare documentation for regulatory requirements, such as sales tax returns or financial audits. Keep detailed records of contracts, warranties, and service agreements related to our biodecontamination devices and services. Implement and uphold internal controls to safeguard company assets and data integrity.

Process Improvement:

Identify opportunities to streamline accounting and office workflows. Leverage QuickBooks report features and Excel to analyze financial data and provide insights to management for decision-making. Assist in developing or improving standard operating procedures for administrative tasks and record-keeping. Use problem-solving skills to troubleshoot issues (e.g., billing errors, supply chain delays) and recommend solutions that improve efficiency or cost savings.

Qualifications Education & Experience:

Proven experience as a bookkeeper in a manufacturing environment (industrial or production setting) is required. A minimum of 3-5 years of bookkeeping or accounting experience is expected. Experience in manufacturing accounting (handling inventory, job costing, or cost accounting) is highly valued. An Associate’s or Bachelor’s degree in Accounting, Finance, or a related field is preferred (or equivalent work experience in lieu of a degree).

QuickBooks Expertise:

Advanced proficiency in QuickBooks Desktop accounting software is a must. (

Note:

This position specifically uses QuickBooks Desktop, not QuickBooks Online. You should be capable of utilizing QuickBooks to manage complex tasks such as progress invoicing , setting up estimates, job costing, and generating detailed reports. QuickBooks certification or training is a plus.

Accounting Knowledge:

Solid understanding of bookkeeping principles and Generally Accepted Accounting Principles. . Familiarity with accrual accounting, debits/credits, and basic financial statements is required. Ability to prepare journal entries and adjust entries as needed for month-end close.

Accounts Management:

Hands-on experience managing accounts payable and receivable , including negotiating with vendors and enforcing credit terms with customers. Demonstrated ability to maintain a balanced general ledger and perform regular account reconciliations. Experience with progress billing/invoicing or project-based accounting is required (e.g., billing customers in phases for long-term projects).

Tech & Software Skills:

Proficiency in Microsoft Office, especially Excel (for spreadsheets, reporting, and data analysis). Comfortable using email and other office software tools. Experience with inventory management systems or ERP software is an advantage. Ability to quickly learn new software or systems used in our manufacturing and service operations. Attention to

Detail:

Exceptional accuracy and attention to detail in all work. Ability to spot errors or inconsistencies in financial data and correct them. Strong organizational skills to keep financial records and office files in order, and to manage multiple tasks and deadlines effectively.

Communication:

Excellent written and verbal communication skills. Ability to communicate clearly and courteously with vendors, customers, and team members regarding financial and administrative matters. Must be able to convey financial information to non-financial colleagues in an understandable way.

Integrity and Reliability:

High level of integrity and trustworthiness, especially when handling confidential financial information and company funds. Dependability is crucial – must consistently follow through on assignments and be punctual. Ability to work independently with minimal supervision, as well as collaborate with a small team.

Problem-Solving:

Demonstrated problem-solving abilities and a proactive approach. Able to troubleshoot accounting discrepancies, resolve vendor or customer issues, and adapt to unexpected challenges in a dynamic manufacturing setting. Flexibility to handle a variety of tasks and shift priorities as needed throughout the day.

Manufacturing Familiarity:

Comfortable working in a manufacturing environment , including understanding basic production workflows and terminology. Awareness of safety protocols in an industrial office setting. Prior experience dealing with inventory, purchase orders, and production schedules is helpful to coordinate effectively with the production team (preferred but not strictly required).

Preferred Skills & Attributes Manufacturing Industry Knowledge:

Previous experience in the biotechnology, medical device, or biodecontamination industry is a plus. Familiarity with the compliance standards and documentation (e.g. quality control records) in a manufacturing company can be beneficial.

Cost Accounting & Inventory Skills:

Experience with cost accounting or inventory management (e.g., tracking raw materials, work-in-progress, finished goods) is highly desirable. Ability to assist with or understand job costing for manufacturing projects or service jobs will set you apart.

Professional Certification:

Certifications such as Certified Bookkeeper (CB) or QuickBooks ProAdvisor are an advantage, indicating verified expertise. Training in office management or administration is also a plus.

Advanced Computer Skills:

Skills in using advanced Excel functions (pivot tables, VLOOKUP, etc.) for financial analysis or using project management software to track job progress. Experience with any accounting integration tools or manufacturing ERP systems that sync with QuickBooks Desktop would be beneficial.

Organizational Prowess:

Superior organizational and time-management skills . The ability to develop or refine filing systems, schedule routines for recurring tasks, and keep the office running like a well-oiled machine. A knack for multi-tasking and prioritizing in a fast-paced environment.

Analytical Mindset:

A talent for analysis and problem-solving . Someone who can not only record data but also analyze it to spot trends or issues (e.g., identifying cost savings or recommending process improvements). Creativity in suggesting improvements to administrative processes or financial workflows is welcome.

Team Player:

Collaborative attitude with the ability to work cross-functionally. Willingness to assist colleagues and contribute to a positive workplace culture. Strong interpersonal skills to build relationships with vendors, customers, and co-workers.

Adaptability:

Comfortable in a dynamic small-company setting where you may wear multiple hats. Flexibility to take on new responsibilities as the company grows or processes change. Enthusiasm for continuous learning, whether it’s a new feature in QuickBooks or a better office management technique. I