Accounts Payable​/Office Administrator

Overview

NIOX is a medical device company focused on point of care asthma diagnosis and management. Our market-leading NIOX® products are used in clinical settings by physicians around the world to improve asthma diagnosis and management and leading research organisations conducting clinical studies on behalf of pharmaceutical companies. At present, NIOX provides products and services in around 50 countries. For more information, please visit

Scope

The Accounts Payable / Office Administrator is responsible for entering AP invoices in SAP and provides administrative support for our US operations. The Finance Administrator must be able to handle detail-oriented tasks and possess the confidence to fact check and maintain a high standard of excellence.

Goal

The position ensures that NIOX Inc. is managed in a cost-effective and fiscally responsible manner.

The Accounts Payable / Office Administrator shall be responsible for:

Accounts payable

• Entering Vendor Invoices in SAP (NIOX’s ERP system) daily.
• Preparing Weekly check run
• Maintaining and managing the purchase order system.
• Reviewing and approving vendor invoices and obtaining appropriate approvals from budget holders for payment processing.
• Properly coding invoices and tracking spending progress against existing purchase orders and budget.
• Managing, tracking and reporting all expenses charged to corporate credit card.
• Maintaining accurate vendor master data in the ERP
• Reviewing and tracking expense reports, as well as providing employee training and support related to this process on Concur.
• Maintaining working relationships with vendors, and assisting in the management and tracking of company vendor contracts (particularly in relation to office operations, information technology, and building maintenance)
• Maintenance of accurate and up-to-date process notes for all areas of responsibility.

Building and office administration

• Receiving vendors, candidates, and other visitors arriving at the US location
• Ordering meals for upcoming office meetings and events
• Assisting in planning special events for the office staff
• Ordering supplies for the office including stationery, beverages, office décor, electronics, and computer peripherals as needed, and managing associated contracts.
• Handling maintenance issues, HVAC, Security, key fob assignments
• Assisting US VP on small projects for office as needed
• Acting as a point of contact for police/fire/security, and 24/7 emergency contact

Accounts receivable administration

• Generating and mailing daily sales invoices.
• Supporting the Staff Accountant in the maintenance of accurate customer data in the ERP
• Distributing customer statements monthly
• Pulling credit reports on new customers
• Back up for processing customer credit card payments and other AR responsibilities when needed.

HR administration

• Processing new hire documents in E-Verify and providing needed supplies, equipment and software for day 1 start.

Other

• Prioritizing and maintaining orderly filing systems.
• Handling finance-related company correspondence
• Training team members to assist with back up of this role.
• Liaising with external auditors to provide detailed and accurate responses to audit inquiries.
• Supporting the Accountant, Senior Staff Accountant, and Controller, with ad hoc projects and tasks as needed

Key skills

• Understanding Accrual Accounting
• Excellent communication skills, both written and verbal
• Keen eye for detail and high level of organization

Other important capabilities include the ability to manage and prioritise different tasks on a daily, weekly and monthly basis, a collaborative attitude, and the ability to work in a deadline-driven environment.

Qualifications and/or experience required to perform the role

• Experience in Finance, or a keen desire to develop in this area, is a must.
• Strong knowledge of MS Office, particularly Excel
• Experience with SAP Business One and Concur is preferable but not mandatory.

NIOX is proud to be an inclusive employer that supports our employees to realize and achieve their full potential. We are a diverse organization that champions a healthy work life balance. As a truly global organization, international…