Operations & Administrative Coordinator | In-Office

Job Description

Job Description

About Visionary Brands

Visionary Brands is a family-owned eCommerce company specializing in aftermarket automotive accessories, with over 20 years in business. Our close-knit team of approximately 20 employees supports several well-known automotive brands, including LEDGlow, GlowShift, and MaxTow.

About The Position

We're seeking a dependable, detail-oriented, and highly organized Operations & Administrative Coordinator to support the daily financial, administrative, and operational functions of our business.

This position plays an important role in keeping our office running efficiently, with a strong emphasis on bookkeeping support, financial recordkeeping, office management, and administrative coordination. Responsibilities include entering daily sales, processing accounts payable, assisting with payroll preparation, maintaining organized business records, coordinating office activities, and providing administrative support to company leadership.

As part of our small, collaborative team, this individual will also support HR administration and internal project coordination while owning the planning and execution of our annual company events and employee milestone celebrations. This includes managing event details from start to finish, coordinating vendors and logistics, and creating enjoyable experiences that bring our team together.

The ideal candidate takes ownership, thinks through problems, and follows tasks through to completion. We’re looking for someone who can establish consistent routines, anticipate needs, identify missing information or discrepancies, and take initiative to resolve day-to-day issues. This person should manage recurring deadlines independently, bring practical solutions to leadership when guidance is needed, and contribute creativity and enthusiasm to company events and employee recognition.

Key Responsibilities

Financial Recordkeeping

• Enter daily sales summaries from each of our sales platforms into QuickBooks Enterprise
• Manage weekly accounts payable, including ACH payments and check preparation for multiple business entities
• Review employee time records, prepare payroll information, and coordinate bi-weekly payroll processing
• Download and organize sales tax reports, filings, and supporting documentation
• Scan and digitize printed receipts, including those for affiliated rental businesses
• Maintain the company's digital filing system, keeping records accurate, organized, and easy to find

Projects & Administration

• Coordinate day-to-day office operations, including visitor schedules, company calendars, outgoing mail and checks, and occasional errands
• Coordinate inbound international shipments with our customs broker, tracking delivery dates and maintaining shipment records
• Provide administrative support to leadership by drafting correspondence, proofreading documents, and preparing meeting materials
• Coordinate our project sprint process in Basecamp — entering assigned projects, collecting status updates from team members, maintaining completion metrics, and distributing sprint status confirmations
• Attend meetings, take minutes, and distribute recaps with action items
• Order and maintain office supplies, snacks, and refreshments

People & Events

• Assist with recruiting and onboarding — job postings, interview scheduling, reference checks, and new hire documentation
• Prepare and finalize HR documentation, including performance reviews formatted from manager notes, employment letters, policy updates, and employee communications
• Plan and coordinate company-wide events — including Bring Your Child to Work Day, Employee Appreciation Day, the Holiday Party, and Cyber Monday Meals — handling all vendor coordination, catering, invitations, RSVPs, and logistics
• Coordinate employee recognition and milestone celebrations, including birthdays, employment milestones, and baby showers

Qualifications

• 3+ years of experience in office administration, operations coordination, bookkeeping support, executive assistance, or a similar role
• Hands-on experience with accounts payable, financial data entry, invoice processing, and maintaining accurate financial records
• QuickBooks experience required; QuickBooks Enterprise Desktop strongly preferred
• Proficient in Google Workspace (Gmail, Sheets, Docs, Drive, and Calendar)
• Excellent organizational skills and follow-through — you keep a lot of moving pieces on track without dropping the ball
• Strong written communication skills for recaps, correspondence, and employee communications
• High level of accuracy with data entry, financial recordkeeping, and digital filing
• Self-motivated and dependable, with demonstrated problem-solving skills — able to investigate discrepancies, follow up on missing information, resolve routine issues independently, and recognize when an issue requires leadership’s input
• Ability to handle confidential financial and employee information with discretion

Preferred Experience

• Experience supporting bookkeeping or administrative functions for multiple business entities.
• Experience with Basecamp or similar project management software
• Experience using AI tools to enhance productivity, with the critical thinking and fact-checking to ensure accuracy
• Comfortable creating simple flyers, invitations, or presentations in Canva or similar tools
  
• Experience organizing events or group activities, professionally or personally
  

Job Details

• Schedule: Monday–Friday, full-time (40 hrs/week), typically 8:00 AM–4:30 PM; occasional flexibility is required for company events
• Location: On-site in West Berlin, NJ
• Reports to: CEO, Vice President & Director of Operations 

Full-Time Benefits

• Paid Time Off after 60 days (includes vacation, sick time, and holidays)
• Medical, Dental, Vision, and Life Insurance after 60 days
• 401(k) with Safe Harbor match: 100% of the first 3% of salary deferral, plus 50% of the next 2%

Pre-Employment Requirements

Offers are contingent on a background check and drug screening, conducted in accordance with applicable law.

Check Out Our Brands

LEDGlow Lighting, LLC -  A leader in automotive LED lighting kits, providing customers with unique interior and exterior vehicle lighting styles.

GlowShift Gauges, LLC -  Distinctive aftermarket gauges that allow customers to create a custom vehicle look while monitoring critical performance metrics.

MaxTow Performance, LLC -   An extension of GlowShift offering innovative aftermarket gauges designed specifically for diesel trucks.

Why Join Visionary Brands

This is an opportunity to work with an established, innovative automotive company that values teamwork, creativity, and the contributions of every employee. As a growing eCommerce business, we offer a fast-paced environment where employees play an important role in the success of our brands and customer experience.

Visionary Brands, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, or any other characteristic protected by law.