Administrative & Financial Coordinator

CSP Labs is looking for a professional and organized Administrative & Financial Coordinator to join our office team. The ideal candidate for this role has 3+ years of experience in administrative, accounting, or office roles, and is proficient with accounting and standard office software (such as Google Workspace and Microsoft Office Suite). The candidate should be detail oriented, efficient, and able to prioritize tasks effectively in a fast-paced environment, handling responsibilities such as invoicing, payment coordination, document management, Human Resources tasks, and event logistics. Strong communication skills and the ability to careful handle confidential data are essential.

Company Profile

CSP Labs is a growth-oriented, full-service plant pathology and genotyping laboratory located in Pleasant Grove, CA. We are known for our rapid, high quality seed and plant testing services, and have a global customer base. The laboratory employs over 40 people in its seed health, plant health, molecular biology, and genotyping laboratories. To learn more please visit csplabs.com. We are conveniently located in the Greater Sacramento area, and are 20 minutes from Downtown Sacramento, 15 minutes from Sacramento International Airport, and 30 minutes from Davis, CA.

Key Responsibilities

• Create and send invoices in Xero using data from laboratory information management system


• Ensure aged receivables are followed up on


• Handle any payment-related queries and coordination


• Edit invoices as needed


• Review and update invoicing notes for customers in detail and regularly communicate with the lab to ensure billing accuracy


• Manage the receipt, scanning, and depositing of checks for various entities, ensuring accurate documentation in associated systems


• Share necessary documentation and communicate receipt of payments to relevant departments


• Administer the petty cash fund, managing distribution and accurate record-keeping


• Provide calendar management for critical deadlines related to payments and regulatory filings


• Sort, scan, and distribute daily mail, ensuring critical notices are promptly communicated to the appropriate staff


• File notices, employee documents, customer documents, and other paperwork both physically and electronically as necessary


• Facilitate shipping of materials for trade shows and collaborators, including seeds, promotional materials, documents, and other packages by performing packaging, coordination with relevant staff, and drop-off


• Assist with trade show arrangements such as registration, logistics, insurance, and related requests


• Ensure company vehicles are kept clean and maintained through periodic inspections and by taking vehicles for required maintenance and repairs


• Help coordinate employee appreciation events, including assistance in event planning, setup, and cleanup


• Post jobs in HRIS and related platforms and coordinate interviews


• Facilitate new employee onboarding, including preparing necessary paperwork and company gear, conducting orientation sessions, and coordinating with the hiring manager


• Be cross-trained in receptionist and purchasing duties to serve as a backup when needed
  

Key Requirements

• 3+ years of experience in administrative, accounting, or office roles


• Prior experience working with confidential customer or employee data


• Familiarity with Xero, QuickBooks, or similar accounting software


• Experience using Google Workspace (such as Gmail, Google Docs, and Google Sheets) and Microsoft Office Suite


• Proven ability to prioritize and meet deadlines in a fast-paced environment


• Strong attention to detail and communication skills


• Fluent in both written and spoken English


• Able to work 8 hour shifts in an office environment, including sitting, standing, and typing


• Able to lift up to 30 lbs
  

Equal Opportunity Employer

CSP Labs provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.