Zydex is seeking an operation and logistics manager to head support for our U.S. operations (remote work). This role involves comprehensive management of various operational functions, including overseeing inventory for sampling and ensuring smooth customs clearance processes in coordination with a team in India. This individual shall be responsible for processing sales orders, managing accounting, banking transactions, accounts receivable and payable, and handling purchasing activities. They shall also be required to support HR functions and compliance requirements. Additionally, the role includes managing mail and coordinating travel arrangements along with tradeshow coordination, ensuring efficient and effective administrative support across cross functional roles & departments.

The responsibilities include the following, but are not limited to:

1. HR activities

- Set up and execute a smooth flow of payroll process which will include incorporating the payroll details into QB (QuickBooks), running the monthly payroll, setting up appropriate jurisdictional tax payments for employees, Federal & State compliances, Check/reconcile the Payroll Processing Fee and other fees related to payroll for each month, setting up 401k & Workers Comp, Filing Annual reports for State, County, 401k, & business property.

- Coordinate with Auditor for Filing taxes for Federal & State corporation then process the corresponding payments.

- Coordinate with India team & the US auditor for filing taxes for Directors of Zydex INC.

2. Accounting & Bank Transactions, Sales order Processing & MIS

- Monthly P&L and Balance Sheet preparation and verification

- Prepare relevant reports for monthly inventory, Sales, Accounts receivables & Payables.

- Reconciliation of monthly employee expenses with Expensify and incorporate the data in QB for processing the payment.

- Accounts Payable Activity – Verify the received bills against the PO and process the payment with after procuring approvals before the due date. Upon processing make necessary entries in QB.

- Accounts Receivable Activity – Send invoices and follow-up for payments. Receive the cheques and deposit in the banks. Coordinate with banks to receive the wire transfers

for both Domestic & International payments. Enter the payments into QB and reconcile.

- Take up the Credit card reconciliation activity and share a monthly bank reconciliation statement. Manage the bank and investment accounts.

- Process sales orders and generate sales invoice / packaging slip in QB.

- Engage in getting the relevant freight quotes and get confirmation about the freight charges from the customer. Arrange for shipping and coordinate with the warehouse to confirm the pickup timings.

- Organize packer to breakdown the larger packaging into smaller packaging, package on pallets, banding and prep for shipment.

- Manage inventory entries in QB for inventory management

3. Customs Clearance

- Prepare and send the proforma invoice to collect advance against container orders

- Receive the documents from the vendor (ZIPL) for ISF filing. Provide relevant documents to customs broker to file for ISF.

- Coordinate shipment of documents from the Vendor (ZIPL)

- Receive/Review Arrival notice from the Freight forwarders (FF)/ Vendors. Follow up with customs broker to get the confirmation for the clearance.

- Get the quotes to move the container from the port to the warehouse for inland freight from different Freight Forwarders. Identify & engage cost effective trucking companies for moving the container and coordinate with them. Simultaneously, Coordinate with the warehouse/customer for the container delivery.

4. Tradeshow Management

- Engage in the booth booking process for participating in the management approved trade shows.

- Engage and involve in the placement of Furniture, booth décor, display materials, as well as coordination with India for PR activities.

- Coordinating with Trade Show organizers and ZIPL (India Team) for shipping and receiving display material.

- Take up the necessary ravel & stay arrangements / hotel booking for management employees & registered attendees.

- Purchasing Insurance for tradeshow attendees.

5. Lab Sample Management

- Manage the inventory of samples.

- Order samples as per directions of the management and upon receiving engage in sorting of the samples.

- Engage in packaging of the samples & process their shipment through FedEx or UPS and get best shipping quotes.

- Manage the robust process of collection & delivery of samples at the FedEx & UPS stores.

- Share the shipment details & tracking # with the concerned parties.

6. Purchasing

- Engage in procurement of packaging supplies, office & housekeeping supplies and tradeshow related purchases.

7. Mail Management

- Robust circulation & management of physical mails. Receive / review physical mails and send to the corresponding parties.

8. Compliances

- Initiate Quarterly Sales Tax filing – NC

- Preparation of Annual Report – NC

- Calculate & file the Estimated Federal/State/Franchise taxes as well as file the Business Property Tax - Wake County

- Annual Income Tax preparation coordination and payment of taxes for both federal and state

- Work with ADP for FL, GA, VA, TN, NC for withholding and unemployment insurance taxes

A desirable candidate should have the following attributes:

• A bachelor's degree in Business Administration, Management, or a related field is strongly preferred
• At least 3-4 years of experience in administrative roles
• Proficiency in secondary Indian language e.g., Hindi / Gujarati (Preferred but not required)
• Proven experience in handling a variety of administrative tasks including office management, scheduling, and communication etc.
• Familiarity of working with QB (QuickBooks)
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Experience with data entry and database management
• Must have Administrative skills such as - Organizational Skills, Communication, Attention to details
• Interpersonal skills such as – Customer Service orientation, Team player
• Personality Attributes – Reliable & dependable, Adaptive in a dynamic & fast paced environment, Initiative driven and Willingness to learn and adapt to new systems and processes

This is a full-time position with a competitive salary and benefits package. If you meet the above requirements and are interested in this exciting opportunity, please submit your resume for consideration. We are an equal opportunity employer and welcome all qualified candidates to apply.

Job Type: Full-time

Expected hours: 40 per week

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Ability to Commute when required:

• Morrisville, NC 27560 (Required)

Work Location: Remote, NC resident required

Job Type: Full-time

Pay: $50,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday

Application Question(s):

• Do you have an Associate or Bachelor's degree in Business?
• Are you proficient in both English and a secondary Indian language (e.g., Hindi / Gujarati / etc.)?

Ability to Commute:

• Morrisville, NC 27560 (Required)

Work Location: Hybrid remote in Morrisville, NC 27560