Bookkeeper & Office Coordinator

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JOB DESCRIPTION

Bookkeeper & Office Coordinator


TISAS Arms Corp • Buford, Georgia • Full-Time • Hourly Non-Exempt • Reports to Director of Finance & Operations


FLSA CLASSIFICATION

This is a full-time position classified as Hourly Non-Exempt under the Fair Labor Standards Act. Both bookkeeping and administrative/office coordination duties involve the application of established procedures and do not qualify for the Administrative or Professional exemptions. The employee is paid an hourly rate for all actual hours worked and is eligible for overtime compensation at 1.5x the regular hourly rate for all hours worked in excess of 40 per workweek. Accurate time tracking is required.


About TISAS Arms Corp

TISAS Arms Corp is the U.S. operating division of TİSAŞ - Trabzon Silah Sanayi A.Ş. - a Turkish firearms manufacturer founded in 1993 and recognized worldwide for engineering quality, manufacturing precision, and competitive value. From our distribution facility in Buford, Georgia, we receive firearms direct from our Trabzon manufacturing facility and ship to a growing dealer network across the United States.


Position Summary

The Bookkeeper & Office Coordinator is a hybrid role combining day-to-day ownership of TISAS Arms Corp's financial recordkeeping with front-desk hospitality and light office management. Reporting to the Director of Finance & Operations, this role handles accounts payable and receivable, bank and credit-card reconciliations, general-ledger maintenance, expense-report processing, and support for month-end close. In parallel, this role serves as the professional face of TISAS Arms Corp at the front desk - welcoming dealers, vendors, ATF inspectors, and other visitors - and keeps the office running smoothly through supply management, vendor coordination, and general workplace hospitality.


This is an ideal role for an organized, personable professional who is equally comfortable reconciling a bank statement, greeting a walk-in dealer representative, and coordinating with the janitorial vendor. The Bookkeeper & Office Coordinator works closely with the Director of Finance & Operations, Compliance Manager, Operations Manager, external tax preparers, and every member of the TISAS Arms Corp team.


Key Responsibilities

Accounts Payable and Receivable

• Enter vendor invoices into the accounting system, verify accuracy against purchase orders, and route for approval per company policy.

• Process weekly vendor payment runs (ACH, wire, and check) in coordination with the Director of Finance & Operations.

• Maintain vendor master data, including W-9 collection, ACH banking details, and payment terms.

• Generate and issue customer/dealer invoices; apply payments; follow up on aging receivables.

• Maintain the accounts receivable aging report and escalate significantly overdue accounts to management. Bank, Credit Card, and Account Reconciliations

• Perform monthly bank reconciliations for all TISAS Arms Corp operating and payroll accounts.

• Reconcile corporate credit card statements against submitted receipts and expense reports; flag missing documentation.

• Reconcile intercompany and clearing accounts on a monthly basis.

• Investigate and resolve reconciling items promptly.

General Ledger and Month-End Close

• Record recurring and standard journal entries, including accruals, prepayments, and depreciation.

• Support the monthly close process, including preparation of trial balance, close checklists, and standard financial reports.

• Maintain the chart of accounts under the direction of the Director of Finance & Operations.

• Assist with year-end close, audit preparation, and coordination with external tax preparers.

Payroll, Tax, and Regulated Cost Accounting Support

• Support payroll processing through the company's HRIS/payroll platform, including time-and-attendance import, review, and reconciliation.

• Record payroll journal entries and reconcile payroll liability accounts.

• Prepare and file state and local sales tax returns in Georgia and any other applicable jurisdictions.

• Support the Compliance Manager with quarterly TTB Firearms and Ammunition Excise Tax (FAET) preparation.

• Track and reconcile landed cost accounting for inbound container shipments from Trabzon, including customs duties, freight, insurance, and broker fees.

• Prepare and issue annual 1099-NEC forms; maintain fixed-asset ledger; process employee expense reports.

Front Desk and Reception

• Serve as the primary point of contact for all visitors, dealers, vendors, and delivery personnel arriving at the Buford facility.

• Greet visitors warmly and professionally; represent the TISAS Arms Corp brand at first impression.

• Maintain the visitor sign-in log in accordance with company security policy and firearms facility access protocols.

• Verify visitor identification, issue visitor badges (if applicable), and notify the appropriate host of the visitor's arrival.

• Ensure visitors are escorted at all times when moving beyond the reception area; never allow unaccompanied access to warehouse, inventory, compliance, or restricted areas.

• Recognize and appropriately handle ATF Industry Operations Investigators (IOIs) or other regulatory visitors - verify credentials, sign them in, and immediately notify the Compliance Manager and a Responsible Person.

• Answer the main phone line professionally; route calls to appropriate team members or take detailed messages.

• Receive and sort incoming mail and non-firearm packages; distribute to appropriate recipients; coordinate with the Warehouse team for firearm-related shipments.

• Prepare outbound mail and courier shipments as requested; maintain postage machine and shipping supplies.

Office Management and Facilities Coordination

• Order and maintain office supplies (paper, ink, kitchen supplies, cleaning supplies) at appropriate stock levels; manage vendor relationships and reorder cycles.

• Maintain a clean, organized, and welcoming reception area, break room, and shared office spaces.

• Coordinate with facility service vendors including janitorial, HVAC, pest control, alarm monitoring, and office equipment maintenance.

• Manage conference room scheduling and meeting logistics, including refreshments and audio-visual setup for internal and external meetings.

• Support new-hire onboarding logistics, including desk setup, name plate, welcome materials, and coordination with the Operations Manager on office access.

• Coordinate light office events such as team lunches, birthdays, holiday celebrations, and visitor lunches.

• Maintain and troubleshoot basic office equipment (printers, copiers, coffee machine, phone system); escalate to IT or vendor as needed.

• Support the Operations Manager and Safety Officer with facility-related documentation, including maintaining current copies of required OSHA and workplace safety postings.

Required Qualifications

• Minimum 2 years of full-cycle bookkeeping experience in a small-to-mid-sized business environment.

• Solid working knowledge of standard bookkeeping principles including double-entry accounting, accruals, reconciliations, and month-end close.

• Prior front-desk, reception, office coordination, or administrative experience - either in a dedicated role or as part of a hybrid role.

• Fluency in Microsoft Office, particularly Excel (pivot tables, VLOOKUP/XLOOKUP, formulas, filtering, formatting), Outlook, and Word.

• Experience with a modern accounting or ERP system (QuickBooks Online, Xero, Sage, NetSuite, Microsoft Dynamics, or comparable).

• Warm, professional, and polished interpersonal skills; comfortable being the first person a visitor meets and the person a coworker asks for supplies.

• Excellent attention to detail and accuracy; ability to identify and investigate discrepancies without prompting.

• Strong organizational skills; ability to manage multiple deadlines and shift smoothly between focused accounting work and interruption-driven reception/office tasks.

• Professional written and verbal communication skills; ability to interact courteously with vendors, dealers, regulators, and internal team members.

• High integrity and discretion - this role has visibility into sensitive financial, vendor, payroll, and visitor information.

• Eligible to possess firearms under federal law (18 U.S.C. § 922(g)) and Georgia law, as this role has facility access alongside firearms inventory.

• U.S. work authorization (no sponsorship available). Must pass a comprehensive pre-employment background check (including criminal history and credit check, given the fiduciary nature of the role) and pre-employment drug screen.

Preferred Qualifications

• BONUS: Familiarity with Microsoft Dynamics 365 Business Central - TISAS Arms Corp's ERP platform.

• Associate or Bachelor's degree in accounting, finance, business administration, or a related field.

• Bookkeeping certification (AIPB Certified Bookkeeper, NACPB Certified Public Bookkeeper, QuickBooks ProAdvisor, or equivalent).

• Prior experience in a firearms, sporting goods, defense, or other regulated inventory industry.

• Experience with multi-state sales tax filings and modern sales-tax automation tools (Avalara, TaxJar, or similar).

• Experience with import cost accounting, including customs duties, freight allocation, and landed cost tracking.

• Familiarity with TTB Firearms and Ammunition Excise Tax (FAET) or comparable federal excise tax filings.

• Prior experience coordinating vendor relationships (janitorial, HVAC, office equipment, IT support).

• Bilingual English/Spanish or English/Turkish.

Work Environment and Physical Requirements

This is a primarily office-based role at the TISAS Arms Corp distribution facility in Buford, Georgia. The role is not remote-eligible. The Bookkeeper & Office Coordinator's desk is located near the main reception area to enable both focused accounting work and effective front-desk coverage.

• Sitting at a desk: Extended periods (up to 8 hours/day) at a computer workstation, with regular interruptions for reception and office coordination tasks.

• Standing and walking: Regular short movements between the reception area, mail area, breakroom, and other office spaces.

• Manual dexterity: Standard computer/keyboard use, filing, mail sorting, and light paperwork.

• Occasional lifting: Up to 30 pounds (office supply cases, mail, water and paper deliveries).

• Schedule: Standard business hours, Monday through Friday, with a consistent daily on-site presence to support reception coverage. Occasional additional hours near month-end close, quarter-end, and year-end may be required and will be paid at the applicable overtime rate.

• Travel: Minimal (less than 5%). Occasional local errands (bank, office supply store, external accountant meetings).

Compensation and Benefits

Pay Structure

This position is classified as Hourly Non-Exempt under the Fair Labor Standards Act. The Bookkeeper & Office Coordinator is paid for all actual hours worked and is eligible for overtime compensation at one-and-one-half times the regular hourly rate for all hours worked in excess of 40 per workweek.

• Hourly rate: $23 - $32 per hour, commensurate with bookkeeping experience, ERP proficiency, and prior office coordination experience.

• Overtime: Paid at 1.5x the regular rate for all hours worked over 40 in a workweek.

• Time tracking: Accurate time records are required and will be maintained through the company's HRIS time-and-attendance system.

Benefits

• Health, dental, and vision insurance with employer contribution to premiums.

• 401(k) retirement plan with employer match (per plan eligibility).

• Paid time off including vacation, sick leave, and recognized federal holidays.

• Employee discount on TISAS Arms Corp products (subject to compliance with all federal and state firearms laws).

• Professional development support including bookkeeping certifications, ERP training, and industry accounting seminars.

How to Apply

Qualified candidates should submit a current résumé, a brief cover letter outlining relevant bookkeeping and office coordination experience and accounting software proficiency, and the contact information for two professional references to [insert application email or URL]. Applications will be reviewed on a rolling basis.


Important Disclosures


Federal Firearms Eligibility

Because this position has facility access alongside firearms inventory and records, and interacts directly with visitors including regulators and dealers, all candidates must be eligible to possess firearms under federal law (18 U.S.C. § 922(g)) and Georgia law. Candidates must be able to truthfully answer "No" to each question on ATF Form 4473, Section B. Conditional offers may be rescinded if eligibility cannot be confirmed. Continued employment requires the employee to remain eligible to possess firearms; any change in status must be reported to the Safety Officer immediately.


Background Check, Credit Check, and Drug Screen

Employment is contingent upon successful completion of a comprehensive background check (criminal history, employment verification, federal firearms eligibility verification, and credit check given the fiduciary nature of the role) and a pre-employment drug screen. TISAS Arms Corp maintains a drug-free workplace.


Equal Employment Opportunity

TISAS Arms Corp is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified individuals without regard to race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. TISAS Arms Corp participates in E-Verify and complies with all applicable federal and Georgia employment laws.


Reasonable Accommodation

TISAS Arms Corp will provide reasonable accommodation to qualified individuals with disabilities to enable them to perform the essential functions of the job, except where such accommodation would impose an undue hardship on the company. Candidates needing accommodation in the application process should contact Human Resources.


At-Will Employment

This job description does not create an employment contract, express or implied, and does not alter the at-will nature of employment with TISAS Arms Corp. Employment may be terminated at any time, with or without cause or notice, by either the employee or the company. This job description describes the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities, duties, and skills required.