Business Operations Assistant

7 days ago


Spartanburg, South Carolina, United States Equus Full time
Job Summary

We are seeking a highly skilled Business Operations Assistant to join our team at Equus Workforce Solutions. This is an exciting opportunity for someone who is passionate about finance and operations.

In this role, you will be responsible for managing various accounting and procurement tasks. Your duties will include recording participant-related voucher payments, ensuring accurate and timely coding and processing of all vouchers and invoices, and assisting with funding purchase card reconciliation. You will also be responsible for reviewing requests for accuracy, entering participants and expenses in QuickBooks, printing checks, and uploading requests. Additionally, you will gather and review all monthly invoice backup documentation for accuracy and deliver it as required.

You will play a critical role in the monthly close process, providing support to the Project Accountant, making sure all asset-related journal entries are posted and accounts reconciled. You will develop accounting support-related Standard Operating Procedures in conjunction with leadership and/or Project Directors as requested.

Responsibilities
  • Accounting Duties:
    • Record participant-related voucher payments in all required databases in a timely manner
    • Earnst accurate and timely coding and processing of all vouchers, invoices, expense reports, etc. by appropriate general ledger and funding stream coding
    • Assist Project Accountant with funding purchase card reconciliation
    • Review requests for accuracy, enter participants and expenses in QuickBooks (or equivalent software), print checks, upload request, acquire needed signatures of authorized manager(s) and mail checks as directed
    • Gather, organize and review all monthly invoice backup documentation for accuracy and deliver to as required
    • Support the monthly close process, providing assistance to the Project Accountant, making sure all asset-related journal entries are posted and accounts reconciled
    • Develop accounting support-related Standard Operating Procedures in conjunction with leadership and/or Project Directors as requested
  • Payroll Support:
    • Review Time Detail Report, enter punch corrections, identify corrections needed for final payroll processing and communicate that to leadership team for all team members
    • Obtain final approval of payroll from supported Project Director(s) and submit to corporate for processing
    • File all payroll-related documentation in an organized manner and provide for internal and external audits and reviews, as requested
    • Develop payroll support-related Standard Operating Procedures in conjunction with leadership and/or Project Directors, as requested
  • Procurement:
    • Research and identify potential suppliers, solicit bids, negotiate pricing, terms, and contracts to secure favorable agreements that align with company needs and budgetary constraints
    • Create, track, and manage purchase orders, ensuring timely delivery of goods and services, and resolving any discrepancies or issues with vendors to maintain a smooth procurement process
    • Collaborate with internal teams to forecast supply needs, monitor inventory levels, and ensure the procurement of materials is aligned with production
    Requirements
    • Bachelor's degree in Finance, Accounting, or related field preferred
    • Familiarity with Oracle Financial or other accounting software a plus
    • Strong Excel, QuickBooks, email, general ledger, and organizational skills required
    • Ability to multitask and learn new applications


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