BOOKKEEPER / AUCTION ASSISTANT
Review Consignor Settlements and prepare for payment. Review commissions, fees, credits, consignor expenses, receipt of titles, contract terms, etc.
Make appropriate changes to Settlement Statement, if necessary.
Obtain approval for settlements from Industrial Operations Manager.
Process Consignor Settlements, Print Checks from Auction Software (WaveBid).
Put together package for signature (check, settlement statement showing approval, consignor letter, and any other documentation required) and mail to consignors.
Prepare Check Register and give to Accounting for entry to QuickBooks.
Manage any issues regarding Consignor Payments or Questions from Consignors regarding Settlement Statements.
Other Accounts Payable
Process all Payable Expenses for the Industrial Division
Post Expense Invoice to QuickBooks payables. Pay those that can be paid with company credit card. Issue check request for all other payments.
Enter all Credit Card Receipts from Industrial Personnel to QuickBooks.
Manage payment collections from Buyers for Auctions and Brokerage.
Produce weekly Aged Accounts Receivable report showing outstanding payments due.
Manage collection process (customer contact, dunning letters, etc.).
Receive incoming wire payments and apply to outstanding invoices.
Receive payments (cash, checks, credit card receipts) paid invoices from counter clerks.
Deposit cash and checks received.
Process buyer payments from floor planning and finance companies.
Create Daily Financial Report of Payments Received with breakdown by payment type and send to corporate accounting for entry into QuickBooks.
Live Onsite Auctions: Assist counter clerks with payment acceptance and any problems or issues that may arise.
Process and manage any issues, refunds, adjustments to Buyer Invoices.
Review sales tax charged for each Customer make changes if necessary.
Manage Tax Exempt Certificates and apply to customer files.
Prepare Sales Tax Reports.
File and pay state sales tax, based on requirements for each State or locality.
Auction Event P&L:
Prepare Preliminary Profit & Loss for each Auction event and have ready for management and post-sale meeting.
After the auction sale is closed out prepare a final P&L of the event for management including any lingering A/R and A/P issues.
Prepare any additional Financial Reports as requested and needed.
Auction Assistant Responsibilities:
Daily day-to-day functions of the office from answering the phone, mail processing, data entry to file organization.
Assist clients/customers with the auction process, such as consignments, brokerage, registration and item pick up.
Assist with onsite/offsite auctions, pertaining to all aspects of the office functions.
Accurate inventory input to auction platform.
Create and maintain accurate excel spreadsheets of inventory pre/post auctions.
Other duties as assigned
Excellent written and verbal communication skills.
Excellent customer service skills.
Must have a positive attitude, be flexible, and able to work individually and as part of a team.
Attention to detail.
Strong organizational and planning skills.
Ability to multi-task in a fast-paced, deadline-oriented environment.
Proficiency in Microsoft Office applications (Outlook, Word, Excel)
Ability to operate multi-line phone and basic office equipment
Possess high level of integrity and dependability.
Familiar with heavy industrial machinery preferred but not required.
Job Type: Full-time