Job Title: Accountant and Administration Manager
Job Description
Join a technology-driven consulting and testing organization that supports the medical device industry as an Accountant and Administration Manager. In this role, you oversee full-cycle accounting operations while providing administrative and sales support to ensure accurate financial reporting, efficient project tracking, and smooth business operations. You work closely with project teams, leadership, and external partners to manage invoices, taxes, purchasing, and compliance-related documentation.
Responsibilities
Manage full-cycle invoice processing, including invoice creation, entry, reconciliation, and payment processing.
Create and manage invoices within QuickBooks, ensuring accuracy and timely billing.
Handle intercompany allocations and ensure proper recording in the general ledger.
Perform fixed asset accounting, including tracking, capitalization, and depreciation.
Oversee collections activities to ensure timely receipt of payments from customers.
Prepare and file sales tax returns accurately and on time.
Gather and organize supporting documentation for external tax consultants.
Prepare and deliver month-end reporting, including reconciliations and financial summaries.
Manage and track open projects, ensuring accurate and up-to-date project records.
Review project entries for completeness and accuracy.
Collaborate with project teams to determine invoicing needs and ensure appropriate billing for services.
Prepare reports and documentation needed for business license renewals, business property statements, insurance renewals, and state registration renewals.
Create, manage, and track purchase orders to support purchasing activities.
Support administrative functions related to sales and operations, ensuring efficient coordination between finance and project teams.
Essential Skills
3-5+ years of accounting experience, including full-cycle accounts payable and accounts receivable.
2+ years of administrative experience supporting business operations or sales teams.
Bachelor's degree in Accounting, Finance, or Business.
Proficiency in QuickBooks for invoice creation, management, and general ledger activities.
Strong knowledge of general ledger accounting, reconciliations, and month-end reporting.
Experience with fixed asset accounting and related reporting.
Hands-on experience with sales tax filing and compliance.
Proficiency in Microsoft Excel, including pivot tables and VLOOKUP functions.
Ability to manage collections and resolve invoice issues in a professional and timely manner.
Strong attention to detail and accuracy in financial and administrative tasks.
Ability to manage multiple responsibilities, including accounting, purchasing, and administrative support.
Additional Skills & Qualifications
Experience handling invoice reconciliation, invoice matching, and invoice issue resolution.
Background in managing both accounts payable and accounts receivable functions.
Familiarity with preparing documentation for tax consultants and regulatory filings.
Ability to prepare reports for business license renewals, business property statements, insurance renewals, and state registration renewals.
Strong organizational skills and the ability to track open projects and purchase orders.
Comfort working in a technology-focused environment supporting the medical device industry.
Effective communication and collaboration skills when working with project teams and external partners.
Work Environment
This role follows a hybrid work schedule, with three days on-site each week and two days working from home. One of the on-site days must be Wednesday to support in-person collaboration with project and operations teams. You work in a professional office setting within a technology-focused organization that supports the medical device industry, using tools such as QuickBooks and Microsoft Excel to manage accounting and administrative tasks. The environment emphasizes accuracy, accountability, and cross-functional collaboration.
Job Type & Location
This is a Contract to Hire position based out of Scotts Valley, CA.
Pay and Benefits
The pay range for this position is $43.26 - $47.12/hr.
Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: - Medical, dental & vision - Critical Illness, Accident, and Hospital - 401(k) Retirement Plan - Pre-tax and Roth post-tax contributions available - Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability - Health Spending Account (HSA) - Transportation benefits - Employee Assistance Program - Time Off/Leave (PTO, Vacation or Sick Leave)
Workplace Type
This is a hybrid position in Scotts Valley,CA.
Application Deadline
This position is anticipated to close on Jul 1, 2026.
About Aston Carter
Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.
The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com (%20astoncarteraccommodation@astoncarter.com) for other accommodation options.
San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.
