Job Description

About Pietro Carnaghi USA Inc.:

Pietro Carnaghi USA Inc. is a leading provider of high-precision machine tools, offering innovative solutions and advanced technology to clients in industries such as aerospace, automotive, and energy. As part of the global Pietro Carnaghi Group, we have a long-standing reputation for engineering excellence, quality craftsmanship, and providing tailored solutions that meet the unique needs of our customers. Our team is dedicated to delivering cutting-edge technology and exceptional customer service, helping our clients optimize their manufacturing processes.

Job Summary:

The Finance, HR & Administration Manager will manage the financial operations, HR administration, and general administrative functions at Pietro Carnaghi USA Inc. This role includes managing payroll, accounts payable, financial reporting, tax obligations, bookkeeping, inventory control, state compliance, employee benefits, and insurance management. The position will also serve as the key point of contact for all accounting inquiries, internal and external audits, and managing the employee handbook updates. The role requires a hands-on approach and expertise in accounting systems, multi-state operations, and ensuring smooth day-to-day HR and administrative functions.

Key Responsibilities:

HR Management:

• Assist in the biweekly payrolls’ preparation and processing , verifying accuracy and compliance
• Employee Handbook : Review and keep the employee handbook updated with the latest policies and regulations.
• Performance Evaluations : Support management in conducting performance reviews and evaluations, tracking employee progress.
• Employee Time and Leave Tracking : Maintain records for worked hours, vacation days, sick days, and holidays.
• HR Compliance : Ensure compliance with labor laws, including harassment training, minimum wage, and overtime regulations.
• Training and Development : Act as the main reference for OSHA training coordination and ensure proper compliance.
• Insurance : Manage company insurance plans (health, dental, etc.), shop around for the best rates, handle renewals, and ensure coverage.
• Retirement Plans : Oversee the management of the company retirement plan.
• General HR Administration : Administer employee benefits, manage employee records, and handle HR-related inquiries.

Finance & Accounts Management:

• Accounts Payable (A/P) :
• Verify that bills are legitimate before processing payments.
• Enter bills into the bank and register them in the general ledger (GL).
• Bank Reconciliation : Perform monthly bank reconciliations and ensure accuracy of financial records.
• Financial Compliance : Ensure compliance with state financial regulations and assist with tax return preparation.
• Expense Reports : Review employee expense reports for completeness, accuracy, and compliance with company standards. Ensure receipts and documentation are provided.
• Inventory Control : Oversee inventory management, ensuring accurate tracking and reporting.
• Accounting System Monitoring : Verify the integrity of the accounting system and report any discrepancies or errors.
• Tax Return Assistance : Assist in the preparation of company tax returns and liaise with external auditors as needed.
• Sales & Income Tax Compliance : Verify Nexus presence in states where the company operates. Report and pay sales tax and income tax in states where the company has a nexus presence.
• Invoices from Parent Company : Ensure all invoices from the parent company are timely registered and processed for payment.
• Monitor and manage company cash flow to ensure financial stability and support business operations.

• Prepare financial statements, budgets, and update monthly financial statement forecasts to reflect current performance and expectations.
• Conduct internal audits to ensure compliance with company policies and regulatory requirements, and to identify areas for process improvement.
• Perform monthly book closing activities , ensuring accuracy and timeliness in financial reporting.
• Provide monthly updates to financial forecasts , incorporating actual results and revised projections.
• Assist with the preparation and filing of tax returns , ensuring compliance with relevant tax regulations.

Bookkeeping & Financial Recordkeeping:

• General Bookkeeping : Manage and maintain the company’s day-to-day financial transactions, including recording all payments, receipts, and transfers.
• Reconciliation : Perform bank and ledger reconciliations, ensuring all financial records are accurate and complete.
• Financial Reporting : Prepare monthly, quarterly, and annual financial statements, providing insights into the company’s financial performance.
• Journal Entries : Prepare and post journal entries to ensure accurate general ledger entries.
• Accounts Receivable : Manage accounts receivable, ensuring timely collection and reporting on outstanding balances.

Administrative & General Duties:

• Archiving : Create and maintain systems for HR and accounting archives.
• Internal Liaison : Serve as the primary point of contact for accounting inquiries and IT-related issues concerning financial systems.
• State Registration & Compliance : Manage all state registrations, ensuring compliance with tax, business, and employment regulations.
• State Correspondence : Manage correspondence with state authorities regarding tax, registration, and compliance matters.
• Insurance Management : Regularly shop for insurance coverage options, ensure renewals are managed timely, and verify appropriate coverage for the company.
• Auditor Support : Assist internal and external auditors with necessary financial records and documentation.
• Insolvency Management : Monitor and manage outstanding debts, including tracking delinquent accounts and maintaining blacklists.
• Maintain and update the company’s asset inventory , including but not limited to cellphones, computers, tablets, and related equipment. Ensure all assets are accurately recorded in the asset management system with details such as assignment, condition, serial numbers, and location. Coordinate with relevant departments to track asset issuance, returns, repairs, and disposals, and conduct periodic audits to verify accuracy and accountability.

Qualifications:

• Education : Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.
• Experience : At least 3 years of experience in HR, finance, and bookkeeping
• Skills :
• Proficiency in HR software and accounting management systems.
• Knowledge of payroll processing, financial compliance, tax regulations, and insurance plans.
• Strong understanding of accounting principles, bookkeeping, financial reporting, and reconciliation.
• High attention to detail and the ability to identify discrepancies in financial systems.
• Experience managing multi-state tax compliance, including sales tax and income tax reporting.

How to Apply:

Interested candidates should submit their resume to hr_usa@pietrocarnaghi.com

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