Accounts Receivable & Operations Coordinator

Crevel is a leading importer and wholesaler of Mexican and American products in Europe. With a catalog of over 1,400 products from well-known and independent brands, we serve customers across the continent. Our mission is to support the restaurant and retail industries by providing access to authentic, high-quality Mexican and American products at the best prices. Join our dynamic, global team.

About the Role

We are looking for a detail-oriented and proactive Accounts Receivable & Operations Coordinator to join our team. This role sits at the center of our daily financial operations - managing collections, settlements, invoice processing, and expense tracking, while providing key support to Sales and Warehouse. If you take ownership, communicate assertively, and thrive in a fast-paced environment, we want to hear from you.

What a Typical Day Looks Like

This is a high-volume, deadline-driven role. On any given day you can expect to:

• Process approximately 30 invoices, with printing completed before 2:00 p.m. to keep warehouse and drivers on schedule.
• Follow up on outstanding collections - by phone, email, and coordinating with the sales team - for roughly 4 hours of focused AR work.
• Enter payments, reconcile cash, track post-dated and returned checks, and flag any discrepancies immediately.
• Respond to inbound calls and messages from sales representatives and support them in resolving customer issues.
• Keep expense files, consumables logs, and QuickBooks records current and accurate.

Key Responsibilities

Accounts Receivable & Invoicing

• Verify that credits and returns match invoice and batch/lot records; escalate discrepancies to Sales immediately.
• Assign categories to all credits for accurate tracking; maintain the credit tracking file for management reporting.
• Process returns in the system based on files prepared by the Warehouse team.

Collections & Settlement

• Prepare and distribute the weekly collections file to sales representatives.
• Close small balances (credits, returns, delivery fees) before presenting accounts to Sales to focus on actual receivables.
• Freeze customer accounts when payment is overdue; coordinate with the Sales Supervisor for in-person collection visits when needed.
• Send collections emails and follow-up messages to customers with overdue balances.
• Send weekly statements to recurring customers and on-request to others.
• Make bank deposits per deposit slips; follow up on post-dated and returned checks; ensure no payments appear in QuickBooks without a corresponding deposit slip.
• Post-dated checks must not be recorded in QuickBooks until funds have cleared the bank.

Expense Processing & Vendor Payments

• Review sales and warehouse expense reports line by line to ensure policy compliance before issuing checks.
• Create a Bill in QuickBooks for each expense; assign to the correct account; mark as paid upon completion.
• Monitor office and warehouse consumables; seek cost-saving opportunities while maintaining quality.
• Follow up on recurring service payments (utilities, fleet, insurance, rent, accounting) to prevent late fees.
• Record all credit card transactions in QuickBooks under the correct account.
• Pay drivers in cash when cash on hand exceeds $10,000; enter a detailed Bill with route and account information.

Cash & Petty Cash Management

• Maintain a minimum of $1,000 in the cash box; record cash customer settlements in the correct account.
• Perform weekly cash reconciliation against the system; maintain a daily record of cash balances.
• Keep a clear, signed accounting ledger for all cash disbursements.

Intercompany & Drop Ship Invoicing

• Coordinate drop ship deliveries: prepare and send invoices upon delivery confirmation; collect checks from customers as needed.
• Coordinate intercompany invoicing with the relevant team; review deposits, service invoices, and related QuickBooks entries.

Sales & Warehouse Support

• Randomly verify that product catalog images are correctly uploaded and no items are missing.
• Activate and deactivate product items in the system as needed.
• Analyze delivery routes and ensure orders are ready for afternoon driver dispatch.
• Manage physical mail, phone support, and daily email follow-up.

What We're Looking For

• 2+ years of experience in accounts receivable, bookkeeping, or a similar finance/admin role.
• Hands-on proficiency with QuickBooks or comparable AR/accounting software - creating Bills, processing payments, reconciling accounts.
• Strong attention to detail; ability to catch discrepancies in invoices, payments, and lot records under time pressure.
• Excellent organizational skills with the ability to manage multiple daily deadlines independently.
• Assertive and clear communicator - comfortable following up with customers, sales reps, and vendors.
• Comfortable working cross-functionally with Warehouse, Sales, and Finance teams.
• Bilingual in English and Spanish - required given the nature of daily communication with customers and the sales team.

What We Offer

• A hands-on role with real visibility - your work directly impacts daily operations and gets noticed.
• A collaborative team where finance, sales, and warehouse work closely together - not in silos.
• Room to grow as the company expands across multiple markets.
• Competitive compensation commensurate with experience.