Inventory & AP Coordinator

Inventory & Accounts Payable Coordinator

Company Overview: Royal Oak Enterprises, LLC is a leading manufacturer and marketer of branded and private label charcoal, manufactured fire logs, fire building products, matches and toothpicks. In addition, the Company also manufactures railroad cross ties, which strengthens our relationship with our suppliers in the charcoal business. We offer a full suite of grilling products including charcoal briquettes, all-natural lump charcoal, fire starters along with the Pine Mountain fire-building brand, the Diamond brand, and the Specialty Wood Products brand.

Position Summary: The Inventory & Accounts Payable Coordinator is responsible for the execution of accurate inventory management and cycle counting across the plant, including verifying the receipt of raw materials, packaging, and consumables, and maintaining reliable on-hand inventory records in Microsoft D365. The role also owns accounts payable transaction processing in Microsoft D365. This position works cross-functionally with Maintenance Purchasing/Planning, the Admin Services Manager, Production Manager, Operations Manager, and Plant Manager, and serves as a key control point for inventory accuracy and spend integrity.

Key Responsibilities:

• Inventory & Cycle Count Management
• Own execution of the plant's cycle count program: count assigned items on a recurring schedule (daily/weekly by ABC classification high-value and fast-moving items counted most frequently) to maintain inventory record accuracy without requiring full plant shutdowns for annual counts.
• Maintain perpetual inventory records for raw materials, packaging, and consumables (sawdust, char, lime, coke, starch, propane, fuels, MRO/maintenance supplies, and packaging materials) in D365.
• Investigate and document root cause on cycle count variances above threshold; drive corrective action with Maintenance, Production, and Purchasing.
• Track and report inventory accuracy (target: 98%+ record accuracy, <2% dollar variance) and dead/slow-moving stock as a recurring KPI to the Operations and Plant Manager.
• Develop and continuously improve a formal inventory tracking process, including cycle count schedules, min/max or reorder-point flags for critical consumables, and standardized counting/verification procedures.
• Support annual/periodic physical inventory as needed, reconciling physical counts to D365 on-hand quantities.
• Receiving & Material Verification
• Verify receipt of all incoming raw materials, packaging, and consumables against purchase orders, packing slips, and delivery tickets prior to accepting into inventory.
• Post receipts, transfers, and inventory adjustments in D365 in a timely and accurate manner.
• Manage railcar and truck shipment documentation (BOLs, seal numbers, shipment IDs) and maintain receiving/tracking logs.
• Coordinate inter-warehouse and inter-department transfers, keeping inventory records synchronized with physical location.
• Serve as an independent verification point between purchasing and payment flagging quantity, pricing, or documentation discrepancies before invoices are approved for payment, as a segregation-of-duties control between ordering, receiving, and payment.
• Accounts Payable & Vendor Management
• Process vendor invoices, verify accuracy against receiving records, and code/enter invoices into Microsoft D365 for payment.
• Maintain spend tracking logs, organized invoice filing, and monthly vendor spreadsheets.
• Research and resolve invoice discrepancies, missing invoices, and vendor inquiries.
• Set up new vendors, including W-9s, ACH forms, and required documentation.
• Monitor recurring invoices (utilities, contracted services) to prevent late fees.
• Track and validate monthly PO pricing against contracted/agreed pricing for raw materials and supplies.
• Cross-Functional Collaboration
• Partner with Maintenance Purchasing/Planning on parts and MRO inventory accuracy, spend documentation, and PO/receiving alignment.
• Work with the Management on process, reporting, and controls.
• Support the Production Manager and Operations Manager with material availability visibility and inventory reporting for production planning.
• Provide the Plant Manager with visibility into inventory accuracy, spend trends, and control exceptions.

Qualifications: High school diploma or equivalent required; associate degree in accounting, business, supply chain, or related field preferred. 2+ years of experience in inventory control, accounts payable, or materials/warehouse administration in a manufacturing environment. Experience with an ERP system (Microsoft D365 F&O strongly preferred) and Microsoft Excel. Strong attention to detail, accurate manual and system counting, and problem-solving skills. Ability to manage multiple priorities and meet deadlines in a fast-paced plant environment. Effective communication skills across plant floor, purchasing, and office/administrative stakeholders.

Preferred Qualifications: Demonstrated ability to develop or improve an inventory tracking/cycle count process (not just execute an existing one). Ability to lift up to 50 lbs and count materials accurately in a plant/warehouse setting. Forklift operation experience; willing to obtain/maintain OSHA-compliant forklift certification (plant will certify if not already certified). Familiarity with cycle counting methodologies (e.g., ABC analysis) and root-cause/discrepancy investigation.

Physical Requirements & Work Environment: Regular presence on the plant floor and in warehouse/storage areas in addition to office work; PPE required in production areas. Frequent standing, walking, bending, and lifting/moving materials; occasional forklift operation. Frequent interaction with vendors, drivers, Maintenance, Production, and Operations personnel across departments.

Royal Oak Enterprises, LLC is an equal opportunity employer. We celebrate diversity and are committed to creating an all-inclusive environment. We are interested in every qualified candidate who is eligible to work in the United States. However, we are not able to sponsor visas.