Accounting and Administrative Coordinator

Reports to: Chief Operating Officer

Pay structure: $25 per hour, non-exempt

Type: Full-time

Job Summary

The Accounting and Administrative Coordinator supports daily business operations with a strong emphasis on accounting and financial management. This role handles bookkeeping tasks such as processing invoices, managing accounts payable/receivable, reconciling bank statements and preparing financial reports. The administrator also maintains accurate records and ensures compliance with company and accounting procedures.

In addition to accounting duties, the position includes general administrative responsibilities such as office communication support, scheduling, document management and will also assist with formulations and order coordination. Key skills include proficiency in accounting software (e.g., QuickBooks, Excel), attention to detail, organizational efficiency, and the ability to manage multiple priorities in a fast-paced environment.

Position Responsibilities  

Accounting:

• Accounts payable management including vendor bill payments
• Process payroll reports within accounting software
• Accounts receivable management including client invoicing, collections, and payment plans
• Internal inventory management
• Process bank deposits, manage bank accounts and cash management
• Complete monthly bank and credit card reconciliations
• Complete monthly journal entries and month end/year end close of books
• Coordinating and preparing internal financial statements
• Provide information to the external accountant who creates the company’s financial statements
• Process employee reimbursements
• Conduct periodic reconciliations of all accounts to ensure their accuracy
• Maintain the petty cash fund
• Maintain files

Customer Support:

• Assist with incoming order coordination and processing
• Assist with updating and verification of formulations
• Support the team including:
  • Prepare and distribute documents, reports, and presentations as assigned
  • Assist in the coordination of meetings, schedules and travel accommodations
  • Print documents that are needed (receiver slips, production records, tags etc.)

Qualifications

Education:

• Associate’s degree in accounting or business administration, or equivalent business experience (required)

Experience:

• At least five years of bookkeeping experience (required).
• At least three years working with QuickBooks (required)

Skills/Traits

• Thorough understanding of accounting and bookkeeping and GAAP
• Proficient in Microsoft Office Suite or other software
• Focus and accuracy
• Efficient and thorough work habits with skills to prioritize tasks
• Skills to manage time to complete all tasks with minimal supervision
• Be a positive team player

Success Metrics

• Timely and accurate financial reporting
• Efficient management of payables, receivables, and cash flow
• Reliable administrative and operational support across the company