Accounting and Operations Associate

Job Description

Job Description:\n\nPosition SummaryVetPowered is seeking an experienced Accounting & Operations Associate to support the company’s accounting, purchasing, operational, government-contract, and quality-system activities.The primary responsibility of this position is to maintain accurate, complete, and timely accounting records while providing hands-on support to the company’s day-to-day operations. This position will work closely with Accounting, Operations, Purchasing, Manufacturing, Quality, and Management to ensure financial transactions, purchase orders, supplier records, job costs, and supporting documentation are accurate and properly maintained.The position is well suited for an accounting professional who enjoys working in a manufacturing environment and wants exposure to the intersection of accounting, manufacturing operations, aerospace quality requirements, and government contracting.Because this position supports multiple areas of the business, the successful candidate must be highly organized, detail-oriented, dependable, and comfortable managing competing priorities in a fast-paced environment.Primary ObjectiveMaintain the accuracy and integrity of the company's accounting records while providing reliable financial, purchasing, operational, government-contract, and AS9100D recordkeeping support.Essential ResponsibilitiesAccounting & FinanceProcess and maintain accurate accounting transactions, including accounts payable, accounts receivable, expenses, purchasing transactions, and general ledger activity.Review vendor invoices against purchase orders, receiving records, quotes, and other supporting documentation.Identify, investigate, and resolve discrepancies between purchase orders, invoices, receipts, and accounting records.Assist with monthly, quarterly, and year-end financial close activities.Perform account reconciliations and research discrepancies.Assist with maintaining accurate work-in-process (WIP), inventory, and job-costing records.Assist with customer invoicing and accounts receivable follow-up.Review employee expense reports and company credit-card transactions for accuracy and appropriate supporting documentation.Maintain accurate vendor and customer records.Assist with preparation of financial reports, schedules, reconciliations, and management reports.Maintain organized and audit-ready accounting documentation.Assist with identifying and correcting accounting errors and data-entry discrepancies.Maintain confidentiality of financial, employee, customer, and company information.Purchasing & Supplier CoordinationPrepare, issue, and maintain purchase orders in accordance with company procedures.Coordinate with suppliers regarding quotations, purchase orders, delivery dates, invoices, and required documentation.Monitor open purchase orders and supplier commitments.Follow up with suppliers regarding overdue materials, outside processing, special processes, and other purchased services.Assist in resolving supplier pricing, quantity, delivery, and documentation discrepancies.Maintain accurate purchasing and supplier records.Coordinate with Manufacturing and Operations regarding material and outside-processing requirements.Assist with tracking supplier-related costs and commitments associated with customer jobs.Manufacturing & Operations SupportProvide accounting and administrative support to manufacturing and operations personnel.Assist with tracking material purchases, outside processing, subcontracted services, and other job-related costs.Assist with maintaining accurate job, work-order, and production-related records.Review operational documentation for completeness and consistency with accounting and purchasing records.Support receiving, shipping, and inventory documentation as needed.Assist with tracking operational deadlines and outstanding administrative requirements.Maintain accurate information within the company's ERP, accounting, and business-management systems.Work cross-functionally to resolve discrepancies between accounting, purchasing, inventory, production, and receiving records.Assist management with operational reporting and data collection.Government Contract & Aerospace Customer SupportAssist with maintaining records associated with U.S. Government and prime-contractor purchase orders.Review purchase orders and supporting documentation for applicable contractual requirements and flow-downs.Assist with tracking government contract-related documentation and customer requirements.Maintain accurate and traceable records supporting government and aerospace customer transactions.Assist with documentation associated with DPAS-rated orders when applicable.Support internal recordkeeping related to government contracting and customer-specific requirements.Escalate potential contractual, purchasing, or compliance issues to managementAS9100D & Quality RecordkeepingMaintain and organize records supporting the company's AS9100D Quality Management System.Ensure assigned quality records are complete, accurate, legible, properly controlled, and readily retrievable.Support document and record retention requirements.Assist with maintaining objective evidence related to purchasing, supplier controls, production, inspection, and other applicable processes.Maintain purchasing and supplier documentation required to demonstrate conformity with applicable quality requirements.Support preparation for internal, customer, and third-party audits by locating and organizing required records.Assist Quality and Operations personnel with maintaining records associated with corrective actions, supplier performance, purchasing, and other quality-system activities.Follow established procedures for document control, record retention, and data integrity.Additional Duties and ResponsibilitiesProvide administrative support for Human Resources functions, including employee records and related documentation.Assist with management of the Company’s vehicle fleet, including recordkeeping, vehicle registrations, insurance renewals, and vehicle issuance/return documentation.Assist with administration of the Company’s commercial insurance and workers’ compensation policies, including recordkeeping, renewal preparation, and providing documentation and information for insurance audits.Serve as a backup to the Service Dispatcher as needed, including communicating with customers, scheduling service jobs, maintaining related records, and assisting with invoicing.Perform other duties and responsibilities as assigned in support of departmental and Company goals.QualificationsRequired3–5 years of relevant professional experience in accounting, finance, purchasing, operations, or a related business function.Demonstrated experience processing and maintaining accounting transactions.Working knowledge of fundamental accounting principles.Strong Microsoft Excel skills and the ability to organize, analyze, and reconcile financial data.Experience using accounting software (preferably QBO), ERP, MRP, or other business-management systems.Strong attention to detail and a demonstrated commitment to accuracy.Strong organizational and time-management skills.Ability to manage multiple priorities and meet deadlines.Strong written and verbal communication skills.Ability to research discrepancies, identify root causes, and follow issues through resolution.Ability to maintain confidentiality of sensitive financial and business information.High school diploma or equivalent.PreferredAssociate or bachelor's degree in Accounting, Finance, Business Administration, Operations, or a related field.Experience in aerospace, defense, machining, manufacturing, or another highly regulated industry.Manufacturing accounting experience, including WIP, inventory, job costing, or production-related accounting.Experience with ERP/MRP systems used in a manufacturing environment.Experience with government contracts or U.S. Government customers.Familiarity with AS9100D or ISO 9001 Quality Management Systems.Experience with supplier management and outside processing.Familiarity with purchase-order flow-downs and DPAS requirements.Experience supporting customer, internal, or third-party audits.Experience working with controlled, proprietary, export-controlled, or customer-sensitive information.Core CompetenciesAccounting AccuracyMaintains a high level of accuracy and completeness in all financial transactions and supporting documentation.Attention to DetailIdentifies discrepancies, missing information, and inconsistencies before they create downstream problems.Organization & Follow-ThroughEffectively manages multiple responsibilities and follows tasks through to completion.Problem SolvingInvestigates discrepancies and develops practical solutions rather than simply identifying problems.AccountabilityTakes ownership of assigned responsibilities and communicates promptly when issues may affect deadlines or deliverables.CommunicationCommunicates clearly and professionally with employees, suppliers, customers, and management.Cross-Functional CollaborationWorks effectively with Accounting, Operations, Manufacturing, Purchasing, Quality, and Management.Confidentiality & IntegrityHandles financial, employee, customer, government, and company information with discretion and professionalism.Work EnvironmentThis position works primarily in a professional office environment within an aerospace manufacturing facility and will regularly interact with personnel throughout the organization.The employee may periodically enter manufacturing, warehouse, receiving, or inspection areas and must comply with all applicable safety requirements.The position requires the ability to work effectively in a fast-paced environment where priorities may change based on customer requirements, production schedules, supplier performance, and business needs.Employee may have additional environmental hazards such as: chemical, electrical, flammable, or mechanical in nature.Physical RequirementsAbility to sit and work at a computer for extended periods.Ability to communicate effectively in person, by telephone, and electronically.Ability to walk through office, manufacturing, warehouse, and receiving areas.Ability to occasionally lift and move office or document materials.Ability to comply with applicable facility safety requirements.What Success Looks LikeWithin this role, success means:Accounting records are accurate, complete, and maintained on schedule.AP, AR, purchasing, and expense transactions are properly documented and processed.Accounting and purchasing discrepancies are identified and resolved promptly.WIP, inventory, and job-costing records are maintained accurately.Open purchase orders and supplier commitments are properly tracked.Manufacturing and Operations receive timely administrative and financial support.Government and aerospace customer documentation is complete and traceable.AS9100D records within the position's area of responsibility are organized, current, and audit-ready.Issues are identified proactively rather than after they become larger problems.The employee can be relied upon to independently manage routine responsibilities while appropriately escalating issues requiring management attention.Mission and ValuesContribute to achievement of the Mission and Vision of our organization by being:Attention to Detail- The ability to accomplish a task while demonstrating a thorough concern for all the areas involved, no matter how small.All In-Brings their whole self to work and giving it their all no matter how difficult the job or situation.Accountable- Taking personal responsibility for their work, owns mistakes, communicate honestly rather than hiding the truth, does not blame others or make excuses.Adaptable- Easily adjusts to changing circumstances.Always Improving- A constant, ongoing effort to improve something. This 'something' can be a product, a service, one's skill set, or a team's way of working.Important Notes Position Details: This is a full-time salaried (exempt) position (40+ hours/week). Pay: This pay does not include any opportunity for incentive compensation during the first year of employment and is only reflective of the base pay for this position.The range of pay for this California-based position is $74,000 - $83,000. Incentive Compensation: Potential for bonus/incentives after one full year of employment. Benefits and Perks: VetPowered makes available comprehensive benefits the 1st of the month, following the date of hire. Options include Medical (50% employer contribution), dental and vision coverage (100% employer contribution), a 401k program with employer match up to $1,000 per year, FSA, Life Insurance, 8 paid holidays, and paid time off. While the Company intends to maintain these employee benefits, it reserves the absolute right to modify, amend or terminate these benefits at any time and for any reason.Dress code: Our office staff works in a business casual or relaxed business casual environment.Supervisory: No supervisory responsibilities E-Verify Compliance Statement:VetPowered, LLC participates in the E-Verify program. We ensure employment eligibility of all employees by using the E-Verify electronic verification system. Policy for Discrimination, Harassment and Retaliation Prevention:VetPowered, LLC is committed to providing a professional work environment free from discrimination and harassment, including discrimination and harassment based on a protected characteristic, and an environment free from retaliation for participating in any protected activity covered by this policy. VetPowered, LLC employees are expected to assume responsibility for maintaining a work environment that is free from discrimination, harassment, and retaliation. Employees are encouraged to promptly report conduct that they believe violates this policy so that we have an opportunity to address and resolve any concerns. Managers and supervisors are required to promptly report conduct that they believe violates this policy. We are committed to responding to alleged violations of this policy in a timely and fair manner and to taking appropriate action aimed at ending the prohibited conduct. EEO Statement: VetPowered, LLC is committed to providing equal employment opportunities to all employees, applicants, unpaid interns, and volunteers without regard to actual or perceived: race (including hair texture or protected hairstyles, e.g. braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin (including language use restrictions), ancestry, citizenship, disability (mental and physical) including HIV and AIDS, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender,