Bookkeeper

Inventory, Purchasing & Accounting Coordinator (Bookkeeper)

This role oversees inventory management, purchasing operations, order processing, and full-cycle accounts receivable and payable using QuickBooks Enterprise. The coordinator ensures accurate inventory across multiple warehouse locations, supports timely and precise customer order fulfillment, and maintains healthy cash flow through disciplined AR/AP and reporting practices. The position is ideal for a detail-oriented professional with strong analytical skills and experience in warehouse and distribution environments who can optimize processes and support operational efficiency.

Responsibilities

• Manage and maintain inventory across multiple warehouse locations using QuickBooks Enterprise, ensuring accurate item master data, assemblies, and Bills of Materials.
• Oversee inventory tracking, including creation and maintenance of item lists, assemblies, and BOMs for multi-location warehouse operations.
• Perform regular inventory audits and reconcile inventory sub-ledgers against physical warehouse counts to eliminate discrepancies and maintain accurate records.
• Monitor inventory levels and collaborate with operations teams to prevent stockouts while maintaining lean inventory practices.
• Investigate and resolve inventory variances, receiving discrepancies, and fulfillment issues to support smooth warehouse operations.
• Manage the complete purchasing lifecycle within QuickBooks Enterprise, including purchase order creation, item receipt processing, vendor bill matching, and final payment execution.
• Forecast material requirements based on operational demand and production schedules to ensure adequate supply while controlling costs.
• Generate and track purchase orders for packaging materials, corrugate, warehouse supplies, and other critical inventory items.
• Monitor vendor pricing, payment terms, and purchasing trends to support cost control initiatives and maintain strong supplier relationships.
• Enter and manage customer purchase orders accurately within QuickBooks Enterprise, ensuring correct pricing, warehouse routing, fulfillment requirements, and shipping specifications.
• Coordinate order processing activities to support timely and accurate customer deliveries and maintain high levels of customer satisfaction.
• Monitor order fulfillment status, identify issues impacting customer satisfaction, and take corrective action to resolve them promptly.
• Convert completed shipments into customer invoices within QuickBooks Enterprise and ensure accurate and timely invoicing.
• Apply cash receipts, maintain accurate customer account records, and monitor customer payment activity and credit terms.
• Proactively manage collections efforts to minimize aging receivables, improve cash flow, and resolve billing discrepancies through account reconciliation.
• Process vendor invoices and reconcile them to purchase orders and item receipts, performing three-way matching between POs, receipts, and vendor invoices.
• Manage vendor payment schedules to maximize working capital, maintain strong supplier relationships, and support overall cash flow objectives.
• Prepare weekly and bi-weekly check runs and electronic payments, balancing incoming receivables with vendor payment obligations.
• Support comprehensive cash flow forecasting by aligning accounts receivable inflows with accounts payable outflows.
• Utilize QuickBooks Enterprise Advanced Reporting to build and maintain purchase order tracking reports, vendor spend analyses, inventory valuation reports, material forecasting models, and cash flow dashboards.
• Generate actionable insights from advanced reporting to support purchasing, inventory, and financial decision-making for operational and leadership teams.
• Develop customized reports and dashboards to meet specific operational and leadership information needs.
• Audit and reconcile variances between what was ordered via purchase orders, what was received in the warehouse, and what was billed by vendors to ensure data integrity.
• Process incoming customer purchase orders into the fulfillment queue with accurate pricing tiers, routing parameters, and shipping details.
• Convert fulfilled orders into final corporate invoices within QuickBooks Enterprise and manage the full invoicing cycle.
• Support strategic purchasing by forecasting and generating purchase orders for critical materials and supplies, tracking payment terms, and preparing scheduled check runs and electronic bill payments.
• Perform accurate data entry related to order processing, invoicing, accounts payable and receivable, and general bookkeeping activities.

Essential Skills

• Advanced proficiency with QuickBooks Enterprise, including inventory management, purchasing, accounts receivable, accounts payable, and advanced reporting.
• Hands-on experience with accounts payable (AP) and accounts receivable (AR), including invoice processing, cash application, collections, and reconciliation.
• Strong bookkeeping and accounting skills, including accurate data entry, invoice processing, and order entry.
• Deep knowledge of advanced inventory and warehouse tracking, including multi-location inventory management, item list maintenance, assembly builds, and Bills of Materials.
• Experience auditing inventory sub-ledgers against physical warehouse counts to identify and eliminate discrepancies.
• Expert ability to manage the full purchasing-to-payable workflow in QuickBooks, from generating purchase orders and tracking item receipts to matching vendor bills and executing final payments.
• Skill in utilizing QuickBooks Enterprise Advanced Reporting to build customized purchase order trackers, vendor spend analytics, inventory valuation reports, and material forecasting models.
• Capability to forecast material requirements based on operational demand and production schedules to avoid stockouts while maintaining lean inventory levels.
• Proficiency in discrepancy resolution between purchase orders, warehouse receipts, and vendor invoices.
• Strong understanding of comprehensive cash flow management, balancing incoming cash receipts with strategic vendor payment cycles to maintain working capital.
• Accuracy in order entry and order processing, ensuring correct pricing tiers, routing, and shipping specifications.
• Proficiency in invoicing and AR management, including converting fulfilled orders into invoices, monitoring credit terms, applying cash receipts, and managing collections.
• Experience with purchasing, order processing, order entry, and AP/AR workflows in a warehouse or distribution environment.
• High attention to detail and strong analytical skills to interpret reports and drive process improvements.

Additional Skills & Qualifications

• Experience working in warehouse and distribution environments, supporting inventory, purchasing, and fulfillment operations.
• Ability to develop and customize operational and financial reports and dashboards for leadership and operations teams.
• Strong organizational skills and the ability to manage multiple priorities across inventory, purchasing, AR, and AP functions.
• Effective communication skills for collaborating with operations, vendors, and customers.
• Capability and interest in learning new skills, with a track record of quickly mastering new systems or processes.
• Experience with data entry related to accounting, invoicing, AP/AR, and order processing.
• Comfort working in a family-run business environment with a focus on collaboration and knowledge sharing.

Work Environment

This position is 100% on-site in a warehouse and distribution-oriented setting, working closely with operations, purchasing, and accounting functions. The schedule offers a flexible start time and the option to work part-time or full-time, provided commitments are honored and work is completed on time. The environment is highly supportive of continuous learning, where employees are rewarded for acquiring new skills and for teaching valuable skills to coworkers. The business operates with a family-run culture that emphasizes flexibility for family emergencies, appointments, and personal needs, as long as responsibilities are met and performance remains strong.

Job Type & Location

This is a Contract to Hire position based out of Buffalo, NY.

Pay and Benefits

The pay range for this position is $24.00 - $26.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Buffalo, NY.

Application Deadline

This position is anticipated to close on Aug 5, 2026.