Accounting and Logistics Coordinator

Overview

The Accounting and Logistics Coordinator is a key member of the administration department, responsible for performing essential bookkeeping duties, including accounts payable and receivable, purchasing, and maintaining records. This role will also include coordinating shipments, managing inventory, and supporting team members and vendors effectively.

Primary Responsibilities

General Duties

• Respond promptly and courteously to emails and phone calls.
• Enter data into accounting and point-of-sale (POS) software systems.
• Stay updated on product trends, preferences, and changes in local codes.
• Establish and maintain vendor files, material data, and inventory records in both electronic and hard copy formats.
• Operate and maintain proficiency with computers, office equipment, and relevant software tools.
• Follow and promote workplace safety practices, including reporting unsafe conditions.
• Perform additional job-related tasks as assigned.
• Represent the company professionally to customers and vendors.

Accounting Tasks

• Accounts Payable (AP):
• Review and process invoices, ensuring accuracy and proper documentation.
• Reconcile vendor statements and address discrepancies promptly.
• Manage payment schedules and maintain positive vendor relationships.
• Accounts Receivable (AR):
• Prepare and send customer invoices and statements.
• Monitor and follow up on outstanding payments, ensuring accurate aging reports.
• Process customer payments and record transactions accurately in the system.

Purchasing

• Research and evaluate suppliers to secure optimal quality and pricing.
• Place and track purchase orders to ensure timely delivery of goods and services.
• Maintain detailed records of supplier agreements, pricing, and inventory levels.

Logistics and Shipping

• Plan and coordinate shipments to meet delivery deadlines.
• Collaborate with carriers and freight providers to negotiate rates and schedules.
• Resolve issues related to shipping discrepancies or damaged goods.

Administrative Support

• Manage daily tasks such as bookkeeping, filing, and calendar organization using QuickBooks and Microsoft Office.
• Assist with front desk operations, including multi-line phone systems.
• Maintain an organized and tidy workspace.

Recordkeeping and Reporting

• Ensure all financial transactions and logistics activities are well-documented.
• Prepare reports on financial performance, purchasing, and shipping operations.
• Support audits by providing necessary documentation and reports.

Continuous Improvement

• Recommend alternative materials or processes to optimize costs and efficiency.
• Become familiar with industry terminology, materials, and processes to improve sales and customer satisfaction.
• Prepare and update standard operating procedures related to job functions.

Knowledge and Skills

Required Knowledge

• Proficient in database ordering systems and basic computer operations.
• Familiarity with office machines like copiers and printers.
• Understanding of managing files and records securely.
• Basic math, weight, dimension, and quality control principles.
• Working knowledge of products and processes.

Essential Skills

• Work independently under standardized practices with limited supervision.
• Manage multiple tasks and adapt to shifting priorities.
• Demonstrate strong organizational and time management skills.
• Resolve stressful situations with professionalism and poise.
• Communicate effectively in both verbal and written forms.
• Exhibit attention to detail, ensuring high accuracy and efficiency.
• Operate with critical thinking and a proactive mindset.
• Build positive relationships with customers and team members.

Qualifications

• Proficiency in Microsoft Office and Google Suite.
• Strong typing and computer literacy skills.
• Experience with QuickBooks and general bookkeeping.
• Effective phone etiquette and customer service capabilities.
• Familiarity with multi-line phone systems and operations.

Working Conditions

• Regular use of office equipment and computers, requiring occasional breaks for eye and posture relief.
• Periodic lifting of materials and adherence to safety procedures. Must be able to lift up to 50 lbs.
• Exposure to moderate noise levels and shared office environments.
• Occasional exposure to mechanical parts and warehouse environments with temperature variations.
• Interaction with diverse vendor and customer demeanors, deadlines, and changing priorities.

Personal Attributes

• Positive attitude and self-motivation.
• High level of integrity, professionalism, and work ethic.
• Adaptability to shifting priorities and tasks.
• Punctuality and professionalism in appearance.

Certification

This description outlines the general responsibilities and conditions for the Accounting and Logistics Coordinator position. It is not an exhaustive list of all duties, and additional tasks may be assigned as necessary.

Job Type: Full-time

Pay: $15.00 - $17.00 per hour

Expected hours: 40 per week

Benefits:

• Employee assistance program
• Employee discount
• Life insurance
• Paid time off
• Retirement plan

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Ability to Relocate:

• Rio Rancho, NM 87144: Relocate before starting work (Required)

Work Location: In person

Salary : $15 - $17