What are the responsibilities and job description for the Business Operations & Finance Administrator position at Axial Fans USA Inc.?
Business Operations & Finance Administrator
Location: Kemah, Texas
Compensation: Competitive salary based on qualifications and experience
Reports To: General Manager
Employment Type: Full-Time
About Axial Fans USA
Axial Fans USA is the North and South American division of Axial Fans International, a global leader in engineered industrial fan systems serving the LNG, refining, petrochemical, power generation, cooling tower, data center, and geothermal industries. As our business continues to grow, we are seeking a highly organized professional to help build the operational foundation of our expanding organization.
Position Summary
The Business Operations & Finance Administrator will be responsible for helping manage the day-to-day administrative and financial operations of Axial Fans USA. This position serves as the operational backbone of the company, supporting accounting, HR, purchasing, inventory, ERP administration, and business operations while helping the General Manager keep the business running efficiently.
Primary Responsibilities
Accounting & Financial Management
- Manage the company's daily accounting activities using ERP software.
- Process Accounts Payable and Accounts Receivable.
- Prepare customer invoices and monitor collections.
- Process vendor invoices and payments.
- Reconcile bank accounts and credit card statements.
- Maintain accurate general ledger records.
- Assist with monthly financial reporting and cash flow tracking.
- Process payroll and maintain employee records.
- Coordinate with the company's CPA for tax filings and year-end reporting.
- Maintain organized financial records and supporting documentation.
Inventory, Purchasing & Operations
- Maintain inventory records and inventory transactions.
- Reconcile inventory with physical inventory.
- Create and manage purchase orders.
- Coordinate purchasing activities with suppliers.
- Track deliveries and vendor performance.
- Support inventory forecasting and planning.
- Coordinate receiving and shipping documentation.
- Assist with freight coordination and logistics.
Customer Service & Sales Support
- Maintain customer files and documentation.
- Support project documentation.
- Assist with collections and customer communications.
- Provide administrative support to the sales team.
Business Administration
- Coordinate communication between AFI USA and our parent company in Italy.
- Maintain company files and business records.
- Assist with insurance administration, vendor setup, licenses, and compliance documentation.
- Help improve company procedures and business processes.
- Support the General Manager with administrative and operational activities.
Human Resources
- Coordinate employee onboarding and offboarding.
- Maintain employee personnel files.
- Coordinate benefits administration.
- Track PTO and employee records.
- Assist with recruiting and interview scheduling.
- Maintain HR compliance documentation
Qualifications
Required
- Minimum five years of accounting, bookkeeping, business operations, or office management experience.
- Advanced proficiency with ERP systems, Odoo could be a plus.
- Strong understanding of:
- Accounts Payable
- Accounts Receivable
- Payroll
- Bank reconciliations
- Monthly financial reporting
- Strong Microsoft Excel skills.
- Excellent organizational and communication skills.
- Ability to manage multiple priorities with minimal supervision.
- High level of professionalism, integrity, and confidentiality.
Preferred
- Experience with inventory accounting.
- Purchasing and inventory control experience.
- Experience working in manufacturing, industrial equipment, engineering, or distribution.
- Experience coordinating with outside CPA firms.
- Experience with payroll administration.
- Bilingual English and Spanish.