Coral & Tusk is hiring! Full Time Accounts and Office Admin

hiring

Join our Brooklyn Team! We are looking for a full time Accounts and Office Administrator for our Brooklyn Office. Read more for qualifications, job details and instructions on how to apply.

Full Time Accounts and Office Admin

Coral and Tusk – Brooklyn, NY

     Small home goods company is hiring a full time position to include general office administrative and accounts duties. Applicant should be extremely organized, an efficient multi-tasker, excellent communicator, possess high level comprehension abilities, be an intuitive learner and proactive problem solver. Health insurance and 401K benefits are offered upon eligibility. Qualities we are seeking in a candidate: adaptability, great disposition, ability to navigate new situations with grace, operate as a team player, ability to digest new information and present it with accuracy, have following computer/program experience; Quickbooks, google mail systems including drive, docs, sheets, etc, Dropbox, Excel. Magento a bonus.

DAILY ACTIVITIES:

  • generate shipping labels (retail, wholesale & trade)
  • answer phone and check voicemail and forward messages to correct party
  • get mail and review in detail
  • enter sales orders in Quickbooks (trade & wholesale)
  • create invoices for shipping and billing in Quickbooks (trade & wholesale)
  • process credit cards for Wholesale and Trade orders and record
  • add order fulfillment shipping charges to open invoices for Wholesale billing and then process payment
  • import Wholesale orders from wholesale app and troubleshoot occasional import issues
  • send sales order confirmations for Wholesale & trade with backorder disclaimers
  • run Quickbooks backup and save

WEEKLY ACTIVITIES:

  • obtain Credit Card Authorizations as required
  • scan bills and organize in google drive/dropbox folders, alert Principal of anything out of the ordinary
  • receive check & wire payments in Quickbooks
  • file papers and maintain organization with file cabinet
  • order supplies
  • generate shipping estimates for trade & Wholesale as requested
  • admin / Quickbooks recap call with Bookkeeper
  • call with Principal to review all events, mail, office needs, etc

BI WEEKLY ACTIVITIES:

  • update vacation, sick days, comp days per employee
  • pay bills as requested/needed
  • count cash drawer and report to Bookkeeper
  • generate Quickbooks Reports as requested
  • generate A/R Report & customer payment follow-up and collections
  • deposit checks at Chase

SEMI ANNUAL ACTIVITIES:

  • collaborate with team to orchestrate palette delivery, certificate of insurance, electricity, van rental, etc for trade shows
  • file for copyright on new designs
  • import trade show orders into Quickbooks
  • create and sync new skus before trade shows
  • organize & maintain copyright certificates with visuals

AS NEEDED/NON ROUTINE ACTIVITIES:

  • organize & maintain TM certificates per country and track expiration dates
  • facilitate new hire paperwork, documents, set up in ezLabor, ADP, direct deposit and begin employee personnel file
  • obtain key card from IC and keys made for new employees
  • assist in facilitating documentation when an employee leaves
  • support on insurance issues
  • prepare shipments in conjunction with wholesale team for Special Wholesale Accounts
  • adhere to special protocols for specific wholesale customers
  • shred papers as needed
  • submit maintenance requests
  • create documentation for samples sent for press, customers, etc
  • track missing packages
  • provide FedEx with clearance info when required on incoming shipments
  • maintain FedEx account relations, monitor monthly statements for shipping acct
  • and customs/duties acct, correspond with FedEx rep.
  • file FedEx claims
  • monitor unemployment payment reports
  • manage employee eligibility & entry dates for health insurance
  • set up employees with health insurance when eligible
  • manage employee eligibility entry dates for 401 K
  • set up employees with 401K when eligible
  • complete donation forms for charity as requested
  • send W9s as requested
  • collaborate with Principal to lead any special audits, circumstances, issues, etc

YEARLY ACTIVITIES:

  • give holiday tips as directed
  • complete 401K census
  • distribute 401K safe harbor notice
  • complete EVF for health insurance census
  • schedule educational call with 401K financial advisor
  • confirm compliance for yearly employment posters, OSHA standards, etc

Please respond via email to info@coralandtusk.com with attached resume as well as any additional relevant information with subject line “Accounts and Office Admin”

 

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