Finance 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 Finance Administrator provides key administrative support for our US operations, mainly in the areas of accounts payable and office 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.

Responsibilities under the direction of the Staff Accountant

Accounts payable

• Maintaining and managing the purchase order system.
• Obtaining and tracking purchase orders for corporate credit card accounts.
• 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 procurement 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.
• Excellent communication skills, both written and verbal.
• Keen eye for detail and high level of organization.
• Able to manage and prioritise different tasks on a daily, weekly and monthly basis.
• An open and ‘can-do’ attitude, with a willingness to be flexible and support the rest of the Finance team, and the wider US office, as directed by the Controller.
• A team player, with a strong ability to collaborate with colleagues in other departments to achieve shared goals efficiently and effectively.
• 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.

Culture

NIOX is proud to be an inclusive employer that supports our…