Operations & Accounting Assistant

WE ARE GROWING! When you work with Industrial Physics, you’ll be providing solutions for some of the most recognizable brands on the planet. But what exactly is it that we do? Essentially, we protect the integrity of manufacturers, production lines, and laboratories across the world. And we do this through the development of trusted test and inspection solutions that ensure the quality of packaging, materials, and products. In fact, it’s very likely that many of your favorite products – the ones you depend upon every day – will have been tested using our equipment. We are the global leader in packaging and product integrity testing equipment, and our team covers industries including Food & Beverage, Flexible Packaging, Paints & Coatings, and various Industrial end markets.

This position is open only to candidates who are legally authorized to work in the United States without the need for employer sponsorship, now or in the future. We do not offer visa sponsorship for this position. 

JOB SUMMARY:

Acts as a key support specialist to our operations and accounting teams. The Operations and Accounting Assistant will be responsible for performing certain operations tasks (managing office suppliers, administrative ERP maintenance, performing day-to-day office tasks such as collection and distribution of mail, etc.) and accounting tasks (accounts payable related tasks). Assists various office leaders with ad-hoc tasks as they arise, communicates effectively with all plant employees, and exhibit strong problem-solving abilities.

ESSENTIAL FUNCTIONS:

• Support the Site Leader, Human Resources Manager, and Shared Services Manager with administrative tasks as requested. 

• Coordinate with the Site Leader to manage office and facility vendor relationships, including ordering supplies and other office equipment

• Coordinate with key information technology, utilities, phone/internet, and printer/copier vendors

• Perform reception area functions: greet visitors, order/restock supplies, collect and distribute mail and packages

• Assist in the timely completion and filing of forms at the direction of the Site Leader, such as return merchandise authorizations, credit card payment authorizations, employee action forms, etc.

• Maintain a working understanding of the manufacturing resource system (MRP) in order to provide support to the Site Director with ad-hoc assistance such as creating new part numbers, maintaining data tables, manually adding new bills of materials, running manufacturing reports

• Assist in processing a high volume of vendor payment requests ensuring proper GL coding and approvals, proper supporting documents attached, timely input to ensure that eligible vendor discounts are realized and following 3-way match processes as needed (includes communicating variances between PO, receiving and invoice to purchasing managers for final approval for invoice processing).

• Assist in monitoring and responding to daily AP invoice and inquiries email inboxes to ensure timely resolution to vendor and supplier issues.

• Other duties as assigned. 

KNOWLEDGE, SKILLS, AND ABILITIES:

• Demonstrate strong analytical, problem-solving and organization skills in routine and complex tasks

• Ability to communicate effectively, both orally and written, across all levels of the organization.

• Keen attention to detail and a commitment to delivering accurate and timely financial data.

• Able to prioritize and manage multiple complex tasks and projects in a fast-paced environment at one time

• Flexibility to adapt to changing priorities and managing multiple tasks simultaneously.

• Participate in problem-solving and improvement teams.

• Must be flexible and available for overtime where necessary, particularly during month-end close, as well as the ability to effectively work in the office or remotely (hybrid available, minimum 3 days in office per week).

TRAINING AND EXPERIENCE:

• 2-4 years of accounts payable experience, preferably in manufacturing organizations.

• Strong understanding of AP workflows and general bookkeeping principles. Experience with accounting software (preference will be given to 123 Insight, Access Dimensions, and NetSuite).

• Proficiency in Excel and standard computer applications.

• Dependable, self-motivated, and comfortable in a fast-paced office environment.

• Strong communication abilities and professionalism when working with vendors and internal teams. Ability to work independently and manage a high volume of invoices efficiently.

• Experience working in a manufacturing accounting environment preferred.