Careers at Spida

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Job Vacancy - Administrative and Accounting Assistant

Spida Machinery is growing our business in the USA. Spida Machinery has specialized in designing and building high-quality, precision machinery for the Frame and Truss industry since 1978. We are opening a new plant in Jacksonville, Florida and are adding a new position, Administrative and Accounting Assistant, to be onsite in Jacksonville.

Tasks & Responsibilities

As our Administrative and Accounting Assistant, you will provide support for the Finance team and general administrative support for the company leadership team. Serve as a highly resourceful team player who is comfortable working in a fast-paced environment, sometimes under pressure, while remaining flexible, proactive, and efficient.

On a daily basis, you will answer incoming calls to the organization, determine the nature of call, and route the caller to the appropriate person or department. Inform management of any calls or matters that may require their attention. Provide customer support by answering technical support, parts order, and equipment order calls. Directly assists customers when possible by providing operations manuals, invoice copies, remittance information, and answering general questions.

You will perform administrative duties related to the management of the Company. Analyze and organize office operations and procedures such as filing systems, requisition of supplies, and other administrative functions. Participate in meetings and takes notes, records activities, tracks actions for follow up and completion. Processes internal and external correspondence received in the office, prioritizing, and determining its disposition. Assist in making and reviewing travel arrangements for employees and confirm lodging and transportation.

You will work closely with the finance team and perform accounting functions including processing invoices daily for parts sales, equipment (machinery) sales, and services rendered. Provides banking/ACH information to customers for electronic payment of outstanding invoices. Prepare bank deposits to be submitted through electronic deposit devices and ensure payments are posted and applied to customer account/invoice. Facilitate payment of invoices due by contacting customers, sending bill reminders, and sending monthly statements.

Review, scan and enter Accounts Payable invoices into accounting system, ensuring accuracy of information, and match with purchase orders, packing slips, or other documentation as needed. Monitor and reconcile expense and credit card statements monthly. Assist purchasing by creating purchase orders and performing data entry.

Perform other general accounting work, including posting data or keeping records and documentation concerning costs of goods, services, and shipment of goods.

Skills & Experience

To be successful in this position, you must have a high school degree plus five or more years of administrative support, a two or more years of experience in accounts receivable and/or payables preferred, or any combination of education, experience, and training which provides the following knowledge, skills, and abilities:

  • Solid understanding of basic book keeping and accounting principles and ability to calculate, post and manage accounting figures and financial records accurately and efficiently.

  • Strong proficiency in the use of Microsoft Office software (Outlook, Word, Excel, PowerPoint) and accounting software. Ability to quickly learn and use specialized software, including web-based systems. Experience with QuickBooks Enterprise, or similar accounting software as well as prior use of manufacturing ERP systems is desirable.

  • Strong verbal and written communication skills.

  • Ability to proactively plan work tasks/schedules and meet deadlines while maintaining accuracy and quality. Able to clarify assigned tasks and expectations and then work independently to complete assignments.

  • Proven ability to consistently perform duties with integrity, effectiveness, efficiency, and at the highest level of professionalism.

  • Strong interpersonal skills with a demonstrated ability to establish and maintain effective working relationships and successfully interact with people at all management and support levels, within and outside the organization.

  • Excellent organizational skills demonstrated across a range of administrative processes and procedures, including the ability to independently resolve problems as they arise.

  • Ability to plan and execute travel and meeting arrangements in accordance to company policies and/or procedures.

  • Strong data entry skills along with a high degree of accuracy and attention to detail.

  • Ability to handle confidential information with discretion.

  • Ability to travel up to 5% and may include overnight absences from the employee's place of residence.

  • Ability to maintain regular and timely attendance along with ability to work occasional overtime and weekends.

  • 2 years accounting experience and 3 years administrative experience required.

About the Role

  • Job Type: Full-time

  • Salary: $23.00 - $25.00 per hour

  • Benefits: 401(k) with matching, medical, dental and vision insurance, Life Insurance, vacation, sick and holiday paid time off.

    • Physical Setting: Office

    • Schedule: Monday to Friday

    • Ability to Commute/Relocate: Jacksonville, FL 32226

    • Reliably commute or planning to relocate before starting work (Required)

    • Work Location: In person

    Join Spida USA Today!

    Email your resume to Kimberly.b@spida.com or call Kimberly Barton, HR Director at 801-831-8481 to learn more about the position.