Experienced Office Administrator

EntroGen, a leader in oncology diagnostic products, is seeking a highly motivated, detail oriented, dynamic and capable individual to fill an Office Administrator position at our Warner Center location in Woodland Hills. Responsibilities include general accounting such as invoicing, vendor payments, supply chain logistics such as export documentation and inventory management. The individual will carry a general office support function. Other duties include customer/prospect interaction, supply ordering as well as light executive support.The candidate will possess comprehensive knowledge in:Quick Books Accounting softwareMS OfficePrior experience within a biotech, software or other high tech industry is a plusFamiliarity with common Internet toolsThe Company offers a competitive compensation package, a positive working environment, and an opportunity to learn and grow.Minimum requirementsCandidates must be able to work for any U.S. employer. B.S./B.A in related disciplines with 3-5 years of industry experience.Candidates must be able and willing to lift up to 25 lbs. Candidates must submit resumes along with compensation requirements. No agencies, please.Detailed Duties Listed Below:Accounts PayableMatching bills: match incoming invoices to packing slips for quantities and price discrepanciesEnter Approved bills into QuickBooks for paymentCorresponding with vendorsRequesting account statements to ensure no bills are misplacedCompleting applications for net terms with new approved vendorsFedEx and DHL payment and reconciliation to shipmentsCredit Card Reconciliation: spreadsheet of CC purchases into expense categories with totalsAccounts ReceivableRunning regular A/R aging to monitor timely payments, send statements with stale receivablesProduction CoordinationInterface with Production department on product availability and special requestsSupply OrderingProcessing inter-office supply requests by placing orders with approved vendorsEnsure stock of the following and order when necessary: ProPak shippers, temperature sensors, FedEx labels, gel packs, tape, and office suppliesTracking orders when necessaryCorresponding with vendors on ordering issuesOrder FulfillmentProcessing incoming customer orders, creating customer invoices and packing lists, packaging outgoing goodsProcuring dry ice for international shipmentsCorresponding with customers with order confirmationsCreating FedEx and DHL labels and scheduling pickupsCorresponding with customs brokers for international shipmentsResolving occasional issues with FedEx outbound deliveriesOfficeGenerating and processing monthly/quarterly sales tax depositsReplenish gel packs in freezerSubmitting maintenance requests to the landlordAnswering phones Processing USPS mailOtherEffectively utilize eQMS (EntroGen quality management system) to track product lotsOrganizing office birthdays and company-wide eventsAlphabetizing and storing invoices in July of every year for Fiscal Year endMaintaining customer files with the retention policy in mindOrganizing the shipping area for efficiencyOccasionally processing applications for credit terms and check references for new customersVarious additional office tasksSpecial projects: writing and updating SOPs.

Created: 2025-01-25