Accounting & Supply Chain Assistant IN-PERSON ONLY

Job Description

Job Description

Benefits:

• 401(k)
• Health insurance
• Paid time off

About the Role: IN PERSON ONLY
We are seeking a bilingual, detail-oriented and proactive Accounting & Supply Chain Assistant to support daily operations, customer order processing, inventory management, and logistics coordination. This role works closely with the Administrator and serves as a key liaison between customers, vendors, suppliers, and freight carriers to ensure accurate accounting practices and efficient supply chain operations.

The ideal candidate is highly organized, capable of managing multiple priorities, and committed to delivering excellent customer service.  Hours will be 7:30am - 4:00pm

Key Responsibilities

Order Management & Customer Coordination

• Manage customer orders from initial quote through order fulfillment, shipment, and invoicing.

• Prepare and process customer quotes and sales orders.

• Send order acknowledgments and create customer invoices.

• Coordinate order requirements with customers, production, purchasing, and shipping to ensure orders are completed accurately and on schedule.

• Prepare packing slips, Bills of Lading (BOLs), and other required shipping documentation.

• Coordinate shipments and verify delivery completion.

• Manage inbound and outbound shipments, including will-call orders, collect shipments, and drop shipments.

• Serve as a primary point of coordination for order status, shipping requirements, and delivery issues.

Materials, Purchasing & Inventory Management

• Monitor raw material and finished goods inventory levels and maintain accurate inventory records.

• Track material requirements and proactively identify potential shortages or supply constraints.

• Coordinate material purchasing to support customer orders and production requirements.

• Research and evaluate suppliers, vendors, and alternative raw materials to ensure availability, quality, lead times, and competitive pricing.

• Identify and recommend alternative materials or suppliers when primary materials are unavailable, delayed, or cost-prohibitive.

• Negotiate pricing and purchasing terms for raw materials and freight services when appropriate.

• Assist with demand forecasting and production planning based on customer orders, inventory levels, and anticipated material requirements.

• Assist with year-end inventory counts and reconciliation procedures.

Shipping & Logistics Coordination

• Coordinate freight shipments and work with carriers to ensure timely and complete deliveries.

• Review freight rates, tariff charges, and shipping costs to identify cost-saving opportunities.

• Evaluate LTL freight providers and recommend cost-effective shipping methods and routes while considering lead times and service requirements.

• Coordinate with freight carriers and internal shipping operations to resolve delays, shortages, damages, and delivery issues.

• Maintain accurate shipping records and documentation.

Accounting & Administrative Support

• Maintain accurate day-to-day bookkeeping and accounting-related records.

• Create and issue customer invoices based on completed orders and shipping requirements.

• Set up and maintain customer and vendor accounts in the accounting system.

• Record customer payments and vendor invoices.

• Monitor and update accounts receivable and accounts payable records.

• Reconcile and maintain accurate transaction and account records.

• Organize and improve bookkeeping, order-processing, and office accounting procedures.

• Provide administrative support related to purchasing, customer orders, inventory, shipping, and accounting.

Qualifications

• Experience in bookkeeping, accounting support, supply chain, logistics, or inventory control preferred 
• Strong organizational and multitasking abilities 
• Excellent attention to detail and problem-solving skills 
• Strong communication and customer service skills 
• Ability to work independently and collaboratively in a fast-paced environment 
• Proficiency with Microsoft Office and accounting software preferred 

Preferred Skills

• Knowledge of shipping documentation, including Bills of Lading (BOLs)
• Experience coordinating with LTL freight carriers 
• Understanding of inventory management and supply chain processes 
• Familiarity with accounts payable and accounts receivable procedures 

What We’re Looking For (In Person Work ONLY)

• Professional and dependable work ethic 
• Proactive approach to resolving issues and improving processes 
• Ability to manage multiple responsibilities while maintaining accuracy 
• Commitment to providing outstanding service to customers and team members