POSEIDON INDUSTRIES, INC.

JOB DESCRIPTION

Accounting, HR and Office Manager

Title: Accounting, HR and Office Manager

Reports To: Jon Kaplan, President

Status / Hours: Full-Time, On-Site — Punta Gorda, FL

PURPOSE

As a manufacturer of stone-fabrication machine equipment, Poseidon Industries depends on tight coordination between its financials, its parts and inventory, and its production floor. The Accounting, HR and Office Manager owns that backbone. This role is responsible for accounting and financial reporting, Accounts Receivable and Accounts Payable, parts and inventory management, customer machinery documentation, human-resources administration and payroll, business-travel coordination, service-department support, insurance program administration, and day-to-day office administration.

THE ROLE

This position requires the ability to work unsupervised for extended periods, with a mindset of forward thinking and proactive planning. In a manufacturing environment, accuracy and follow-through directly affect build schedules, on-time delivery, and margin. The role spans several functions, but at a manageable transaction volume — Poseidon sells and implements roughly two contracts per month and supports an installed base of about 100 machines in the field — so the emphasis is on broad ownership and organization rather than high throughput. It is a growth-oriented role: we are looking for someone who wants to grow personally and professionally, brings an entrepreneurial spirit, and genuinely enjoys business.

OUR CORE VALUES

1. Passionate

2. Integrity

3. Innovators

4. Problem Solvers

5. Loyal Team Players

DUTIES & RESPONSIBILITIES

Approximate time allocation is shown for each Key Result Area (KRA). Percentages reflect priority and may flex with the production calendar.

• KRA 1 — Accounting & Financial Records (Critical Role Requirement, 40%): Own the company's financial records and reporting.

◦ Invoicing, Accounts Receivable, cash application, and collections — including creating contract-milestone billing (deposits, progress payments, and final billing) in QuickBooks from contracts relayed by the Contract Administrator, and ensuring the cash is collected.

◦ Accounts Payable, including three-way matching of purchase orders, receipts, and vendor invoices.

◦ Cash management and financial reporting.

◦ Maintain inventory valuation and cost data so financial statements reflect true material and WIP positions.

• KRA 2 — Parts & Inventory Management (30%): Maintain accurate, well-organized inventory across raw materials, components, work-in-process, finished equipment, and service parts.

◦ Maintain part-number / SKU accuracy and associate parts with the correct equipment models and serial numbers.

◦ Set and monitor reorder points, min/max levels, and safety stock for high-turn service and production parts.

◦ Perform and reconcile cycle counts and periodic physical inventories; investigate and resolve variances.

◦ Facilitate timely fulfillment of service parts requests, prioritizing orders tied to open service tickets so customers and field technicians are not left waiting.

◦ Own the Zendesk ticket queue for service and parts requests — monitor incoming tickets, keep them current, and drive each request through to resolution.

◦ Maintain customer machinery documentation folders — serial numbers, configurations, manuals, and warranty records — coordinating with the Manufacturing and Assembly Operations Manager to keep parts, BOMs, and machine records aligned.

• KRA 3 — Human Resource Administration (10%): Administer the company's human-resources functions and payroll.

◦ Process payroll accurately and on time, including hours, wages, deductions, and payroll-tax compliance.

◦ Onboard new employees, including health insurance enrollment and benefits administration.

◦ Manage workers' compensation — policy administration, claims reporting, and annual audits.

◦ Maintain accurate employee records and support HR compliance and documentation.

• KRA 4 — Office Systems, Administration & Travel (20%): Keep the company's administrative systems and business protections in good order.

◦ Ensure office management systems and reports are organized, accurate, efficiently managed, and professionally presented.

◦ Keep the company's insurance programs up to date — track policy renewals, maintain adequate coverage across general liability, property, commercial auto, and equipment/product lines, and keep certificates of insurance current.

◦ Arrange and schedule business travel for company, field, and service personnel — booking travel and accommodations and reconciling travel and expense reports.

◦ Provide general administrative support to the President and department leads, including scheduling, correspondence, filing, and office-supply management.

ACCOUNTABILITY

Success in this role is measured by the outcomes below — the results the Accounting, HR and Office Manager owns and is held accountable for.

• Accurate, on-time financials: month-end close completed on schedule, with financial statements that reflect true cash, material, and work-in-process positions.
• Accounts Receivable kept current: milestone invoices issued when contract triggers hit, cash collected within terms, and aged receivables held within target.
• Accounts Payable kept clean: vendor invoices three-way matched and paid on terms, with no duplicate or unmatched payments.
• Inventory integrity: cycle counts reconciled and variances resolved, with part numbers, valuations, and machine records kept accurate.
• Service parts and tickets resolved: the Zendesk queue kept current and driven to resolution, so customers and field technicians are not left waiting.
• Payroll and HR compliance: payroll processed accurately every cycle, and benefits, workers’ compensation, and employee records kept current and compliant.
• Business protections and office systems in order: insurance coverage and certificates kept current, and administrative systems organized, accurate, and audit-ready.

QUALIFICATIONS & EXPERIENCE

• Proven full-charge bookkeeping / accounting experience (AR, AP, cash management, financial reporting).
• Experience in a manufacturing, distribution, or equipment/parts environment strongly preferred.
• Working knowledge of inventory control practices — cycle counting, reorder points, and inventory valuation.
• Familiarity with part numbers / SKUs, bills of materials (BOMs), and serial-number tracking.
• Payroll processing experience, with familiarity handling benefits enrollment and workers' compensation administration.
• High attention to detail and accuracy in both financial and inventory records.
• Discretion and sound judgment handling confidential financial information.
• Customer-service orientation with the ability to manage a service ticket queue and follow requests through to resolution.
• Strong written and verbal communication with vendors, customers, the service team, and production staff.
• Experience arranging business travel and reconciling travel and expense reports.

REQUIRED SKILLS

1. QuickBooks — full-charge accounting proficiency (inventory module a plus).

2. Advanced Microsoft Excel.

3. Experience with an inventory, ERP, or MRP system, or the aptitude to learn one quickly.

4. Experience with a help-desk / ticketing system (Zendesk preferred).

5. Payroll system experience (e.g., QuickBooks Payroll, ADP, Gusto, or similar).

6. Ability to implement technology to improve business processes (Microsoft Office tools).

COMPENSATION & BENEFITS

1. $75,000 – $85,000 annually, based on experience.

2. Participation in Company Health Care Plan.

3. Company cell phone.

4. Laptop computer.

EQUAL OPPORTUNITY

Poseidon Industries, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, or any other characteristic protected by law.

Pay: $75,000.00 - $85,000.00 per year

Benefits:

• Health insurance

Work Location: In person