Accountant & Site administrator

Job Description

The Accountant/ Site Administrator will take care of the day-to-day accounting for a growing a clinical stage Biotechnological company and the administrative needs of the US South San Francisco office. This will include processing invoice, reconciling accounts, recording journal entries as well as other accounting functions. As Site Administrator of the office this position will include administrative support to the Chief Medical officer and other personnel and acting as the primary contact for the landlord and other office vendors.

Accounting responsibilities:
• Process accounts payable invoices including entering invoices in the correct accounting period, tracking approval, processing payments and reconciliation of vendor statements
• Recording necessary journal entries and reconciliation of bank statements and other accounts.
• Prepare accrual entries as necessary
• Maintaining vendor files
• Prepare prepaid analysis and fixed asset schedules including associated depreciation, amortization, and corresponding entries
• Assist in the preparation of any details needed for internal controls (SOX) and schedules needed for external auditors
• Preparation of tax returns including sales and use, property tax, 1099 and others as needed
• Other accounting functions as needed

Office Administration responsibilities
• Securing and monitoring office equipment and supplies for local employees and remote employees
• Schedule meetings and arrange travel for employee and prepare associated reports
• Arrange ongoing/recurring as well as on-site and off-site meetings and conference calls. Work with administrative personnel in Corporate Head Quarters to coordinate cross-site meetings. Schedule conference rooms and set up audio visual or on-line meeting tools. Prepare meeting materials and coordinate and ensure meeting logistics are in place
• Manage travel related logistics, including flights, accommodations, and detailed itineraries. Coordinate with Executive Assistant in Corporate Head Quarters to align group travel. Submit expense reimbursement reports on behalf of Executives
• Manage company credit card and relevant purchases via company policy
• Interface with vendors including landlord, cleaners, IT, office equipment maintenance including providing direction and basic related function
• Assist Corporate Human Resources with hiring and termination of employees, including monitoring the signing and returning of documents and equipment, as well as other Corporate HR projects as needed
• Provide office personnel meetings support including, set up video conferencing, on site ordering food and beverage and clean up

Job Requirements

• Bachelor’s degree in business- a must
• Experience working with a dynamic, international organizations and/or Public Companies preferred. Biotechnology/pharmaceutical industry – an advantage
• High level of professionalism working with senior level executives within and outside the organization and vendors
• Ability to work independently; proactively addresses issues and troubleshoots problems
• Top computer proficiency in Microsoft Office
• Good communication skills, both written and oral
• Knowledge Net Suites and Clinical Trial terminology – an advantage
• Ability to work flexible hours with multiple time zones

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