What are the responsibilities and job description for the Office Administrator & Accounting Assistant position at Hydropoint Data Systems,?

Job Description

Job Description Summary

The Office Administrator & Accounting Assistant will play an important role by performing duties that will include providing general onsite accounting, clerical & administrative functions, supporting various departmental staff, and overseeing regular building operations. This position may also serve as an initial contact for our customers, both in person or via phone, as well as for any visitors to the building.

Key Responsibilities :

To be successful in this role, an individual must be able to perform the following functions satisfactorily; other duties may be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Accounting and Data Entry :

Performs processing for customer accounting and invoicing documents
Performs daily invoice reconciliation for purchase orders and order fulfillment
Maintains FedEx tracking information and freight charges in internal systems
Performs daily cataloging and data entry for sales orders and shipping details in internal systems
Sorts, files or routes financial and accounting documents and records such as orders, invoices, tax letters, government notices, bills, subscription payments, etc.
Assists Finance and Accounting teams with annual audits as necessary

Office Administration :

Manages company correspondence including phone calls, voicemails, emails, letters and packages to ensure proper routing or response

Manages reception area and welcomes visitors, determines the nature of their business, and announces them to the appropriate personnel

Ensures that fax, printers and copiers are adquetly stocked and maintained

Manages inventory of supplies including stationary and work equipment to ensure smooth office operations

Maintains upkeep of common area workspaces and supervises cleaning crew

Performs other clerical duties as needed, such as filing, photocopying, scanning and collating

Involved in planning and coordination of company functions including onsite or offsite events, employee parties, business meetings, travel arrangements, etc.

Required Skills & Experience :

Minimum of two years office administration experience

Minimum of two years data entry and basic finance / accounting experience

Excellent verbal and written communication skills

Proficient with Microsoft Office suite including Outlook, Word and Excel

Experienced with QuickBooks or similar accounting software applications

Experienced with invoice and billing practices

Experienced with order and fulfillment practices

Experienced with cataloging and parsing information from business records

Experienced with data entry and related systems processes

Familiar with basic consumer business practices

Familiar with using product and pricing catalogs or applications

Keystroke a minimum of 40 wpm

Commitment to excellence and high standards

Acute attention to detail

Ability to perform diversified clerical functions, filing, data entry and basic accounting

Ability to understand and follow written and verbal instructions

Strong organizational skills

Versatility, flexibility, and a willingness to work enthusiastically across departments

Must be able to speak, read, write, and understand the primary language(s) used

in the workplace (bilingual in English and Spanish preferred)

Desired Characteristics :

The ideal candidate should :

have a pleasant customer service attitude

be friendly, positive, and able to work efficiently within multiple groups

be highly organized and attentive to detail

be able to multi-task with ease and produce quality results

Physical Demands and Work Environment (OFFICE Position)

The physical demands and work environment characteristics described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands include constant sitting, walking, standing, simple grasping and fine manipulation with hands; frequent bending at the neck and waist; and occasional squatting, climbing, kneeling, crawling, twisting at the neck and waist, power grasping, pushing and pulling with hands, reaching above shoulder level, lifting and carrying up to 25 lbs.

Work Environment includes exposure to or working in or around equipment and machinery including a computer keyboard and mouse.

May require occasional travel.

Frequency Definitions : Constant = Over 40% / Frequent = Up to 40% / Occasional = Up to 10%

About HydroPoint

HydroPoint is the leader in smart water management solutions, helping companies to maximize water savings, reduce operating costs, minimize business risks, and achieve sustainability goals. An EPA WaterSense® Partner of the Year, the company combines the latest in IoT technology, data analytics, and automation to optimize irrigation, flow management, and leak detection across an entire site. HydroPoint solutions deliver visibility and control for a broad range of commercial, government, education, and community applications. Located in the San Francisco North Bay, HydroPoint has been helping the world save, and not waste, water for more than 15 years. Our mission is to make the best and most efficient use of our world's most important resource.

HydroPoint provides a competitive compensation package including salary, 401(k) retirement plan, paid time off and holidays, and comprehensive health benefits.

HydroPoint is an Equal Opportunity Employer, committed to providing equal employment opportunities to all employees and applicants in all company facilities without regard to race, color, religious creed, sex, national origin, ancestry, citizenship status, pregnancy, childbirth, physical disability, mental and / or intellectual disability, age, military status or status as a Vietnam-era or special disabled veteran, marital status, registered domestic partner or civil union status, gender (including sex stereotyping and gender identity or expression), medical condition (including, but not limited to, cancer related or HIV / AIDS related), genetic information, or sexual orientation in accordance with applicable federal, state and local laws. This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. HydroPoint participates in the E-Verify program as required by law.

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