Operations & Administrative Coordinator | In-Office

Operations & Administrative Coordinator

Visionary Brands is a family-owned eCommerce company specializing in aftermarket automotive accessories, with over 20 years in business. Our close-knit team of approximately 20 employees supports several well-known automotive brands, including LEDGlow, GlowShift, and MaxTow.

We're seeking a dependable, highly organized Operations & Administrative Coordinator to support our day-to-day business operations, working directly with our CEO. This is a full-time, in-office position based in West Berlin, NJ, that combines operational support, bookkeeping, administrative coordination, and event planning from entering daily sales and maintaining organized digital records to coordinating projects in Basecamp, preparing employee documentation, and planning company events. Because we're a small team, you'll wear many hats, contribute across multiple areas of the business, and have the opportunity to make a meaningful impact as business needs evolve.

This role is ideal for someone who enjoys bringing order to busy days, takes pride in accuracy and organization, and thrives in a collaborative, fast-paced office environment.

Key Responsibilities

Projects & Administration

• Coordinate day-to-day office operations, including visitor schedules, company calendars, outgoing mail and checks, and occasional errands
• Provide administrative support to leadership by drafting correspondence, proofreading documents, and preparing meeting materials
• Coordinate our project sprint process in Basecamp entering assigned projects, collecting status updates from team members, maintaining completion metrics, and distributing sprint status confirmations
• Attend meetings, take minutes, and distribute recaps with action items
• Order and maintain office supplies, snacks, and refreshments

Financial Recordkeeping

• Enter daily sales summaries from each of our sales platforms into QuickBooks Enterprise
• Manage weekly accounts payable, including ACH payments and check preparation for multiple business entities
• Review employee time records, prepare payroll information, and coordinate bi-weekly payroll processing
• Download and organize sales tax reports, filings, and supporting documentation
• Scan and digitize printed receipts, including those for affiliated rental businesses
• Maintain the company's digital filing system, keeping records accurate, organized, and easy to find
• Coordinate inbound international shipments with our customs broker, tracking delivery dates and maintaining shipment records

People & Events

• Assist with recruiting and onboarding job postings, interview scheduling, reference checks, and new hire documentation
• Prepare and finalize HR documentation, including performance reviews formatted from manager notes, employment letters, policy updates, and employee communications
• Plan and coordinate company-wide events including Bring Your Child to Work Day, Employee Appreciation Day, the Holiday Party, and Cyber Monday Meals handling all vendor coordination, catering, invitations, RSVPs, and logistics
• Coordinate employee recognition and milestone celebrations, including birthdays, employment milestones, and baby showers

Qualifications

• 3+ years of experience in office administration, operations coordination, bookkeeping support, executive assistance, or a similar role
• Comfortable working in QuickBooks Enterprise Desktop for bookkeeping, accounts payable, and financial recordkeeping
• Proficient in Google Workspace (Gmail, Sheets, Docs, Drive, and Calendar)
• Excellent organizational skills and follow-through you keep a lot of moving pieces on track without dropping the ball
• Strong written communication skills for recaps, correspondence, and employee communications
• High level of accuracy with data entry, financial recordkeeping, and digital filing
• Self-motivated and dependable, with sound judgment to prioritize competing deadlines, work independently, and know when to seek guidance
• Genuine enthusiasm for planning events and creating a positive employee experience
• Ability to handle confidential financial and employee information with discretion

Preferred Experience

• Experience organizing events, celebrations, or group activities through work, volunteering, or personal life. We're looking for someone who enjoys planning, sweats the details, and takes pride in creating memorable experiences
• Experience with Basecamp or similar project management software
• Experience using AI tools to enhance productivity, with the critical thinking and fact-checking to ensure accuracy
• Comfortable creating simple flyers, invitations, or presentations in Canva or similar tools

Job Details

• Schedule: MondayFriday, full-time (40 hrs/week), typically 8:00 AM4:30 PM; occasional flexibility is required for company events
• Location: On-site in West Berlin, NJ
• Reports to: CEO, Vice President & Director of Operations

Full-Time Benefits

• Paid Time Off after 60 days (includes vacation, sick time, and holidays)
• Medical, Dental, Vision, and Life Insurance after 60 days
• 401(k) Plan with Safe Harbor Match
  • 100% of the first 3% of salary deferral
  • Plus 50% of the next 2

Pre-Employment Requirements

All applicants must be able to pass pre-employment testing, including a background check and drug screening.

Visionary Brands, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, or any other characteristic protected by law.