The company is a growing wholesale distribution company. We are looking for a detail-oriented, self-directed Senior Operations & Inventory Accounting Coordinator to help run the day-to-day operations of the business. This is a hands-on role with real ownership — you will be the operational backbone of our team, working directly with the owner and warehoue staff to ensure orders flow seamlessly from client purchase through to delivery and invoicing.
This role sits at the intersection of bookkeeping, inventory management, and import operations. The ideal candidate brings accounting fundamentals, hands-on ERP/IMS experience, and the ability to manage a high volume of moving parts without dropping the ball.
Key Responsibilities
Order & Import Operations
- Oversee the full order lifecycle: from client PO receipt through vendor ordering, shipment tracking, customs coordination, receiving, and client invoicing
- Track purchase orders from placement through delivery — updating order tracking files, monitoring container schedules, and following up with suppliers on confirmations and delays
- Flag discrepancies between ordered, confirmed, and shipped quantities
- Prepare and send invoices, packing lists, and Pro Forma documents for each shipment
- Maintain organized records of POs, SKUs, pricing, and correspondence by customer and year
- Follow and help maintain company SOPs; identify gaps and suggest improvements as the business grows
Inventory Management
- Maintain accurate records in our Inventory Management System including Sales Orders, Vendor Purchase Orders, receiving, and fulfillment
- Process inventory-related transactions including landed costs, freight, and duty
- Strong understanding of inventory processes (FIFO, average cost, cycle counts, etc.)
- Support monitoring of Cost of Goods Sold and margin reporting
Bookkeeping & Finance Support
- Enter vendor bills and match invoices to purchase orders and packing slips
- Support purchasing by verifying receipts, pricing, and vendor documentation
- Create and manage Bills and Invoices in QuickBooks Online; ensure accuracy against Pro Forma Invoices, client price lists, and vendor costs
- Process landed cost calculations including freight, duty, and surtax
- Handle multi-currency transactions
Shipment Tracking & Customs
- Coordinate with freight forwarders, customs brokers, and logistics companies
Experience & Education
- Diploma or certificate in Accounting, Bookkeeping, Business Administration, or related field
- 2–5 years of experience in bookkeeping, accounting, inventory control, or import/export operations
- Experience in manufacturing and/or distribution environments strongly preferred
- Hands-on experience with an Inventory Management System
- Proficiency in QuickBooks Online
- Familiarity with Microsoft Teams and Microsoft 365
Technical Skills
- Knowledge of landed cost calculations and multi-currency transactions
- Familiarity with inventory modules in ERP or IMS systems
- Intermediate Excel skills (VLOOKUP, pivot tables, data reconciliation)
- Strong understanding of import documentation
Soft Skills
- Highly organized with exceptional attention to detail — you notice when numbers don't add up
- Strong analytical and problem-solving abilities
- Self-starter who can manage multiple priorities without constant direction
- Strong written and verbal communication skills
Pay: $22.00-$25.00 per hour
Benefits:
- Casual dress
- On-site parking
- Store discount
Experience:
- Accounting software: 3 years (preferred)
- Office management: 3 years (preferred)
- Import/Export Shipments: 2 years (preferred)
Work Location: In person
