Administrative & Bookkeeping Coordinator

Job Description

Job Description

We are a growing sustainable customized food packaging company specializing in restaurant, food-service, QSR and Bakery.

We are looking for a highly organized, dependable, and detail-oriented Administrative & Bookkeeping Coordinator to support our accounting, office administration, customer service, purchasing, and daily business operations.

Bookkeeping & Accounting

• Maintain accurate daily bookkeeping records in QuickBooks Online
• Enter and categorize sales, purchases, expenses, payments, and deposits
• Create and send customer invoices
• Monitor accounts receivable and follow up on outstanding balances
• Enter and track vendor bills and accounts payable
• Reconcile bank and credit-card transactions
• Maintain customer and vendor account information
• Assist with monthly financial reports and account reconciliations
• Maintain organized records for tax preparation and CPA review
• Review transactions for accuracy and identify discrepancies
• Assist with inventory-related accounting and purchase records

Administrative Responsibilities

• Manage emails, phone calls, correspondence, and office documentation
• Prepare customer quotes, purchase orders, invoices, and other business documents
• Maintain organized digital and paper records
• Assist with customer account setup and updates
• Coordinate with sales, warehouse, logistics, vendors, and customers
• Track orders and assist with order documentation
• Maintain product and pricing information
• Assist management with reports, spreadsheets, and business analysis
• Help develop and maintain company SOPs and administrative procedures

Customer & Vendor Support

• Communicate professionally with customers and vendors
• Assist with order status, invoices, payments, and account questions
• Coordinate with suppliers regarding purchase orders and deliveries
• Maintain accurate customer and vendor files
• 2+ years of bookkeeping or administrative experience preferred
• Experience with QuickBooks Online
• Strong knowledge of accounts payable and accounts receivable
• Good understanding of basic accounting principles
• Strong Excel/Google Sheets skills
• Excellent organizational and data-entry skills
• Strong attention to detail
• Good written and verbal communication
• Ability to prioritize multiple tasks in a fast-growing business
• Ability to work independently and take ownership of responsibilities
• Experience in wholesale, distribution, manufacturing, or restaurant supply is a plus

Preferred Skills

• QuickBooks Online
• Microsoft Excel
• Google Workspace
• Invoicing and billing
• Bank reconciliation
• Accounts payable/receivable
• Inventory and purchase-order management
• Customer service
• Basic financial reporting

What We Are Looking For

The ideal candidate is someone who can become a reliable right hand for the administrative and financial side of the business .

You should be comfortable working with numbers, identifying mistakes, keeping records organized, and communicating with customers, vendors, and management.

We value someone who is honest, dependable, detail-oriented, proactive, and willing to learn .

Compensation

Salary: Competitive, based on experience and qualifications.

Company Description