Bookkeeper​/Administrative & Operations Assistant

Excalibur Research Development & Manufacturing is seeking a reliable, organized, and detail-oriented Bookkeeper / Administrative & Operations Assistant to join our manufacturing team.

This is a hands-on position combining Quick Books Online bookkeeping, general office administration, purchasing, and day-to-day operational support.

The successful candidate will work closely with our Operations Coordinator and management team to help keep both the financial and administrative sides of the business organized and running efficiently.

We are specifically looking for someone who is comfortable working in a manufacturing environment. Previous experience with manufacturing, fabrication, machining, construction, industrial, or another product-based business is strongly preferred.

Enter and categorize receipts, purchases, and expenses in Quick Books Online

Enter and manage vendor bills

Prepare and process vendor payments

Apply customer payments and deposits to invoices

Maintain accurate Accounts Payable (A/P) and Accounts Receivable (A/R) records

Reconcile bank accounts and company credit cards

Review transactions for accuracy and proper categorization

Identify duplicate, missing, or incorrectly entered transactions

Maintain organized financial records and supporting documentation

Review outstanding customer invoices and vendor bills

Assist with customer and vendor account discrepancies

Maintain accurate records for equipment purchases, loans, and other business transactions

Assist with month-end bookkeeping and account reconciliation

Generate reports from Quick Books Online as requested

Work with management and our CPA/accountant to keep financial records accurate and current

Work alongside the Operations Coordinator to support daily manufacturing operations

Assist with purchasing and ordering materials, supplies, hardware, packaging, and other products required for production

Create and submit purchase orders to vendors

Follow up with vendors regarding pricing, availability, lead times, and deliveries

Monitor open purchase orders and help ensure materials arrive when needed

Assist with receiving documentation and matching vendor invoices to purchase orders

Communicate with vendors and suppliers regarding orders and account questions

Assist with maintaining vendor and customer records

Help maintain organized digital and physical company records

Assist with general office administration, emails, phone calls, filing, and documentation

Help coordinate information between the office and production floor

Assist the Operations Coordinator with purchasing, order tracking, and other daily operational needs

Help identify missing information or potential issues that could delay production

Perform additional administrative and operational duties as needed

2+ years of bookkeeping and/or accounting support experience preferred

Quick Books Online experience required

Experience with bank and credit card reconciliations

Experience with Accounts Payable and Accounts Receivable

Basic understanding of accounting and bookkeeping principles

Previous purchasing, procurement, or vendor management experience is a plus

Experience working with an ERP or manufacturing management system is a plus

Strong computer skills and ability to learn new software

Excellent attention to detail and accuracy

Strong organizational and time-management skills

Comfortable communicating with vendors, customers, and coworkers

Ability to prioritize multiple responsibilities in a fast-paced manufacturing environment

Able to work independently while also working closely with the Operations Coordinator and management

Ability to maintain confidentiality when handling company financial information

Experience working within a manufacturing, sheet metal fabrication, machining, construction, industrial, or other product-based business is strongly preferred.

The ideal candidate will understand that manufacturing bookkeeping and administration involves more than basic data entry. You may be working with raw material purchases, outside processing, freight, equipment, customer deposits, purchase orders, vendor invoices, inventory-related purchases, and production-related expenses.

We are looking for someone who can become a dependable part of our day-to-day operation.

This person should be equally comfortable reconciling a credit…