Order Processing & Accounts Receivable

Job Description

Job Description

Job Title: Order Processing Coordinator

Position Summary

The Order Processing Coordinator is responsible for managing the full order-to-cash lifecycle, ensuring accurate order execution, billing integrity, and timely payment collection. This role also oversees shipment coordination and tracking, working closely with internal teams to ensure seamless order fulfillment. Success in this position directly impacts cash flow, operational efficiency, and customer satisfaction.

Core Responsibilities (Primary Ownership Areas)

1. Order Processing Coordination
   Manage the conversion of estimates into invoices, ensuring all order details are accurate, complete, and aligned with customer requirements prior to production.
2. Billing & Invoicing Accuracy
   Prepare, review, and issue invoices with precision, ensuring all charges, terms, and documentation are correct and delivered on time.
3. Payment Control & Accounts Receivable
   Verify and record incoming payments, ensure payment is received prior to shipment, and actively manage outstanding balances to maintain healthy cash flow.
4. Vendor Invoice Reconciliation
   Reconcile vendor invoices against purchase orders and internal records, identifying and resolving discrepancies to ensure financial accuracy.
5. Shipment Coordination & Tracking
   Coordinate customer shipments, schedule deliveries, provide tracking information, and ensure alignment between billing, payment status, and fulfillment timelines.
6. Cross-Functional Coordination
   Work closely with the order processing and operations teams to ensure all order, billing, and shipping information is aligned, preventing delays or errors.

Key Responsibilities (Supporting Duties)

• Accurately record all financial transactions in QuickBooks Online
• Maintain organized, audit-ready documentation for orders, invoices, and payments
• Set up and manage customer accounts, including tax documentation (e.g., 1099s)
• Identify and resolve discrepancies in billing, payments, or vendor charges
• Maintain clear internal communication to ensure workflow efficiency
• Ensure order processing, billing, and receivables remain up to date with no backlog
• Operate with urgency while maintaining a high level of accuracy

Key Competencies

• Proficiency in QuickBooks Online (invoicing, transaction matching)
• Strong understanding of order-to-cash workflows
• High attention to detail and accuracy
• Strong organizational and time management skills
• Ability to work under pressure and meet tight deadlines
• Effective cross-functional communication skills
• Analytical problem-solving ability
• Knowledge of basic accounting principles (AR/AP)
• Systems proficiency (Gmail, Excel, and office tools)
• Process-driven mindset with strong execution discipline
• Accountability and ownership mentality

Education and Experience

• Bachelor’s degree in Accounting, Finance, Business Administration, or related field preferred
• 2–5 years of experience in order processing, billing, accounting, or similar roles
• Required experience with QuickBooks Online
• Experience in accounts receivable and invoicing processes
• Experience with shipping/logistics coordination is a plus

Physical Requirements

• Primarily sedentary work at a desk using a computer
• Extended periods of sitting, typing, and screen use
• Ability to maintain focus in a quiet, deadline-driven setting
• Use of standard office equipment (computer, printer, phone)

Work Environment

• Office-based role
• Low-noise, focused work setting
• Fast-paced environment with deadline-driven responsibilities
• Occasional coordination with external partners (e.g., vendors, shipping providers)

CannaZip is a leading industry supplier of custom cannabis packaging solutions that range from stock items to fully customizable packaging solutions to fit customer's needs. Our solutions cater to B2B brands, cultivators, dispensaries, distributors, wholesalers, processors, MSOs, SSOs, and anyone looking for custom packaging solutions. Featuring a diverse array of opportunities for professional and rapid growth, advancement, industry experience and exposure, CannaZip is the perfect place to break into a rapidly growing and exciting industry.

Company Description

CannaZip is a leading industry supplier of custom cannabis packaging solutions that range from stock items to fully customizable packaging solutions to fit customer's needs. Our solutions cater to B2B brands, cultivators, dispensaries, distributors, wholesalers, processors, MSOs, SSOs, and anyone looking for custom packaging solutions. Featuring a diverse array of opportunities for professional and rapid growth, advancement, industry experience and exposure, CannaZip is the perfect place to break into a rapidly growing and exciting industry.