Bookkeeper

Company Overview
Polytech Defense Spares, a member company of The PDI Group, is an integrator, distributor and manufacturer producer of fasteners, small gun parts, gears, light assemblies and other hard-to-find component spare parts in support of the US Department of Defense (DoD) and international militaries. We are looking for a Bookkeeper join our fast-paced sales team.

Key Responsibilities

Accounts Receivable & Collections

• Generate customer invoices and packing lists within Sage accounting software.
• Execute WAWF (Wide Area Workflow) invoicing while ensuring compliance with all government billing requirements and accurate Sage entry.
• Monitor AR aging reports and conduct collection calls to ensure timely customer payments.
• Utilize PIEE (Procurement Integrated Enterprise Environment) to track, manage, and resolve overdue government payments.
• Process electronic bank deposits using remote scanner technology.
• Record government and commercial cash receipts in Sage.
• Manage credit card sales transactions and maintain secure payment records.

Accounts Payable

• Match incoming vendor invoices to receiving documentation and verify pricing and quantities for accuracy prior to approval.
• Accurately enter vendor invoices into Sage accounting software.
• Process vendor payments through checks and ACH transactions on scheduled payment cycles.
• Prepare and upload Positive Pay files and monitor daily banking activity to detect and prevent fraudulent transactions.
• Maintain W-9 documentation and complete NJ tax certificates for customers as required.

General Bookkeeping & Financial Reporting

• Perform daily and monthly bank reconciliations to maintain ledger accuracy.
• Enter new customer orders and jobs into Sage for project cost tracking.
• Prepare and distribute weekly AR/AP aging reports and daily cash receipt reports.
• Prepare journal entries and assist with monthly sales reporting and spreadsheet verification.

Payroll Administration

• Manage employee time clock software and generate accurate payroll timesheets.
• Process payroll through ADP Run and ensure payroll entries are accurately reflected in Sage through journal entries and internal Excel tracking spreadsheets.
• Administer employee deductions, garnishments, and benefit contributions.
• Maintain employee records including PTO, vacation, and benefits administration.
• Coordinate employee onboarding, termination processing, and benefits enrollment activities.

ERP Implementation & System Transition

• Serve as a key contributor on the ERP implementation team during the transition from Sage/Access to a new ERP platform.
• Assist with data cleanup, migration, validation, and reconciliation between legacy and new systems.
• Support the development and documentation of accounting department standard operating procedures (SOPs).

Qualifications & Skills

• Minimum 5 years of full-cycle bookkeeping experience.
• Direct experience with WAWF and PIEE systems strongly preferred.
• Strong proficiency with accounting software, payroll systems, and Microsoft Excel.
• Experience participating in ERP software implementation or migration projects is highly desirable.
• Professional communication skills with the ability to handle collections calls effectively.
• Strong organizational skills, attention to detail, and ability to manage multiple priorities.
• Collaborative team player with a proactive approach to problem solving.
• Must be a U.S. Citizen.

Preferred Attributes

• Experience working with government contracts or defense-related invoicing environments.
• Knowledge of banking security practices including Positive Pay.
• Ability to work independently while maintaining high levels of accuracy and confidentiality.

Pay: $30.00 - $35.00 per hour

Benefits:

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

Work Location: In person