Accounting & Operations Coordinator

The Accounting & Operations Coordinator will support both the Accounting and Production teams by managing procurement activities, customer communication, vendor coordination, order processing, and accounting support functions. This role requires strong organizational skills, attention to detail, communication abilities, and the capability to manage multiple priorities in a fast-paced environment.

Essential Duties & Responsibilities

Accounting Responsibilities

• Reconcile American Express transactions and maintain accurate expense records on a recurring basis.
• Support Accounts Receivable functions, including invoicing, payment tracking, and proactive customer follow-up on outstanding balances.
• Serve as a point of contact for customer inquiries related to invoices, payments, and order billing.
• Maintain accurate financial and sales records in QuickBooks and other systems.
• Collaborate with the Accounting Team on month-end tasks and other operational needs as they arise.

Production / Operations Responsibilities

• Communicate with vendors regarding lead times, delivery schedules, order status, and related components.
• Coordinate with customers to provide delivery timelines, shipment tracking information, and general order updates.
• Create and issue purchase orders for incoming sales and production requirements.
• Monitor and assist with customs and import-related issues involving incoming shipments.
• Help maintain accurate records of orders, shipments, and procurement activity.
• Coordinate between departments to ensure smooth order fulfillment and delivery timelines.

Qualifications

• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Detail-oriented with strong follow-through.
• Comfortable communicating with customers and vendors professionally.
• 1–2 years of accounting, bookkeeping, or accounts receivable experience preferred.
• Experience with Shopify, purchasing systems, or QuickBooks is preferred.
• Proficiency in Microsoft Office or Google Workspace applications.

Preferred Traits

• Self-motivated and dependable.
• Ability to work across multiple departments collaboratively.
• Problem-solving mindset with the ability to adapt to changing priorities.
• Strong customer service orientation.