Accounting Coordinator (Retail)

Job Description

Job Description

The Accounting Coordinator (Retail) is a key member of the Accounting Team, providing accounting and administrative support to the Controller while helping keep our fast-growing organization organized, efficient, and financially sound. This position coordinates accounts payable activities, supports daily accounting operations, maintains organized financial records, and assists with month-end close and reporting.

Core Responsibilities

1. Accounts Payable & Vendor Management

•Manage and monitor the Accounting/AP email inbox, ensuring timely responses and processing of invoices.

• Enter and code vendor invoices accurately and timely.

• Establish and maintain vendor records, ensuring proper documentation and compliance.

• Process bill payments and complete bill close-out procedures.

• Coordinate and process retail rent payments.

• Process and reconcile Business purchases and related expenses.

• Process employee reimbursements in accordance with company policy.

• Ensure proper approvals and supporting documentation are received prior to payment.

• Prepare ACH payment batches for Controller review and approval.

•  Maintain positive vendor relationships and respond to vendor inquiries professionally.

2. Cash & Transaction Controls

• Perform initial bank transaction coding for retail entities, subject to Controller review.

•  Process retail sales tax payments accurately and timely.

•  Monitor vendor contract compliance and ensure invoices align with agreed-upon terms.

•  Process and track retail change orders.

• Assist in maintaining strong internal accounting controls and identify potential discrepancies for review.

3. Month-End Close & Financial Support

•Assist with month-end close activities in accordance with the Accounting Department's close checklist.

• Gather supporting documentation for reconciliations and financial reporting.

• Assist with account reconciliations and schedules as assigned.

• Support preparation of reports requested by management, auditors, and external accountants.

•  Assist with other accounting projects and initiatives as assigned.

4. Retail Cash Controls

• Oversee the weekly Retail Vault Count process.

• Verify store managers complete required vault counts on schedule.

• Review submitted documentation for completeness and accuracy.

• Follow up on discrepancies and escalate concerns when necessary.

• Assist with maintaining cash handling documentation and procedures.

5. Administrative & Department Support

• Maintain organized electronic and physical accounting files.

• Scan, file, and archive accounting documents in accordance with company retention policies.

• Assist the Controller with organizing projects, calendars, deadlines, and accounting documentation.

• Prepare and organize supporting documentation for audits, tax filings, financial reviews, and compliance requests.

• Maintain accounting checklists and ensure recurring departmental tasks are completed timely.

• Assist with documenting and maintaining Accounting Department Standard Operating Procedures (SOPs).

• Coordinate incoming accounting correspondence and distribute documents appropriately.

• Assist with special projects, research, and process improvement initiatives.

• Provide administrative support that enhances the efficiency and organization of the Accounting Department.

Performance Expectations

• Maintain exceptional accuracy and attention to detail.

• Process invoices and payments timely and in accordance with vendor terms.

•  Demonstrate professionalism and proactive communication regarding discrepancies, vendor issues, or accounting concerns.

• Identify opportunities to strengthen internal controls and improve department efficiency.

• Maintain an organized and audit-ready accounting filing system.

• Anticipate departmental needs and proactively assist the Controller and Accounting Team.

• Demonstrate initiative, accountability, and a willingness to learn new accounting responsibilities.

• Maintain confidentiality while handling sensitive financial information.

Why You'll Love Working for us:

• Join a collaborative, growing accounting team.

• Gain exposure to multi-entity accounting and month-end close.

• Work directly with company leadership and experienced accounting professionals.

• Build a long-term career with opportunities for advancement as we continues to grow.

Preferred Qualifications

•   Bachelor's degree in Accounting, Finance, Business, or related field (or equivalent experience).

•    One to two years of bookkeeping, accounting, accounts payable, or office administration experience preferred.

• Experience with QuickBooks, ERP systems, or other accounting software preferred.

•  Strong Microsoft Excel and Microsoft Office skills.

• Excellent organizational, communication, and time management skills.

• Ability to prioritize multiple responsibilities while meeting deadlines.

• Desire to grow professionally within the accounting field.

Key Competencies

•Strong organizational and time management skills

• Exceptional attention to detail

• Understanding of basic accounting principles

• Professional written and verbal communication

• Problem-solving and critical thinking

• Ability to manage multiple deadlines

• Integrity and discretion with confidential financial information

• Positive, team-oriented attitude

• Adaptability in a fast-paced environment

• Continuous learning mindset

Position Impact

The Accounting Coordinator serves as the operational backbone of the our Accounting Department. By keeping our records organized, supporting the Controller, and ensuring daily accounting tasks are completed with accuracy and integrity, this role directly contributes to the financial health of our retail operations. We are looking for someone who wants more than a job—we're looking for someone who wants to grow with us, take ownership of their responsibilities, and become an important part of our long-term accounting team.

We are committed to developing talent from within, making this an excellent opportunity for an accounting professional seeking hands-on experience and a clear path for career growth.

Company Description