Contracts and Accounting Administrator

Contracts and Accounting Administrator

Join us at XiltriX North America based in San Diego. Our robust, real-time monitoring platform is used by clients in biotech, pharma, R&D, IVF/ART, and bio-/ cryo-banking to protect their scientific samples, equipment, and facilities, as well as to meet stringent compliance requirements. Our solution has been proven, and extensively used globally.

As our Contracts and Accounting Administrator, you will collaborate with Account Managers in preparing pricing proposals, finalizing contracts and facilitating contract execution via DocuSign. Additionally, this position supports our Director of Finance and Quality with customer invoicing, managing outstanding payments, overseeing expense management and entering vendor invoices.

Responsibilities:

●   Gather information from the sales team to generate pricing proposals and contracts

●   Work with Project Managers to revise and redline final pricing based on changes in scope

●   Prepare final contracts for customer signatures following the steps outlined in our internal Quality

Management System

●   Send contracts via DocuSign for execution, check status, files and archives contracts per Sales and Accounting processes

●   Continually follow up with customers on all pending contracts and invoice payments, ensuring full execution and timely payment

●   Generate and send invoices to customers, as well as tracking payments.

●   Confirm expenses are correctly categorized and in compliance with the company’s budget and guidelines

●   Ensure new vendors are properly set up in the company’s financial system to facilitate payments

●   Accurately enter vendor invoices into the accounts payable system

●   Serve as the Point of Contact for customers and vendors

●   Complete customer and vendors certificate of insurance requests

●   Other administrative duties as assigned

Minimum Qualifications:

●   Bachelor’s degree in Accounting, Finance or related from an accredited university

●   Experience reviewing expenses and utilizing an expense reporting system

●   Experience with software and systems related to invoicing as well as account payables and receivables

●   Experience with DocuSign or similar electronic signature applications

●   Ability to learn quickly, work and problem-solve independently

●   Extraordinary organizational skills and attention to detail

●   Self-starter with a "can do" attitude and a flexible approach

●   Demonstrate professional writing and communication skills

●   Resides in San Diego, CA County. We will not relocate a candidate.

●   Proficient with Microsoft Excel, Word, and PowerPoint

●   Able to work Monday through Friday business hours on-site in the San Diego 92121 UTC area

Ideal Qualifications:

●   Familiarity with biotech preferred but not required

●   Experience with Expensify and Bill.com

●   Fluency in English, both written and verbal is essential. Knowledge of Spanish is a plus

Compensation: $28.00-$31.25/hr. based on experience and qualifications

Our benefits package includes medical, dental, retirement plan contributions, and PTO. We also have a referral bonus program.

We are an Equal Opportunity Employer.

Visit us at https://www.xiltrixusa.com/

Please submit your resume for consideration.