Billing coordinator

Broken English Jewelry is seeking a full-time Inventory, Billing and Office Coordinator to join our team at our offices in Los Angeles!

Objective

The ideal candidate is a reliable professional with excellent record-keeping abilities and a great attention to detail. This person is skilled in problem solving and possesses the ability to work independently and collaboratively in a fast-paced environment.

They should be able to effectively manage and streamline inventory processes while ensuring accurate and timely billing procedures, contributing to the overall efficiency of the organization.

Overview

Inventory

• Accurately checking in incoming shipments, verifying contents against memos, and inputting said inventory into the POS system.
• Removing inventory from systems and packing and shipping requested inventory returns as well as, packing and shipping of inventory to store locations.
• Maintaining detailed records of inventory coming and going and keeping Ecommerce manager in the know.
• Devise ways to optimize inventory control procedures.
• Ensure product stock is adequate for all distribution channels and can cover direct demand from customers.
• Use software to monitor demand and document characteristics of inventory.
• Place orders to replenish stock avoiding insufficiencies or excessive surplus.
• Evaluate suppliers to achieve cost-effective deals and maintain trust relationships.
• Complete vendor price, name, and SKU updates in POS system as well as on the website.
• Work with vendors to reconcile inventory discrepancies.
• Send monthly inventory reports to ensure company is current with all vendors.
• Pull correct sizing for all jewelry to add to the description during the upload process and reconcile any discrepancies.
• Responsible for requesting new product images from designers and getting to web management team in a timely manner.
• Collaborate with store employees and other staff to ensure inventory related business goals are met.
• Report to CEO and General Manager on stock levels, issues, etc.
• Manage and maintain vendor relationship while promptly and effectively resolving inventory related issues.

Billing & AP

• Verify billing data to ensure accuracy and completeness.
• Monitor vendor accounts and follow up on items that have not been invoiced.
• Address billing inquiries and resolve discrepancies in a professional and timely manner.
• Keep proper documentation of invoice numbers, check numbers, and payment dates.
• Serve as a primary point of contact for billing-related inquiries.
• Communicate effectively with vendors regarding billing matters, resolving issues promptly and courteously.
• Maintain detailed records of incoming and outgoing payments.
• Coordinate weekly AP for bookkeeper and prepare weekly AP package upon delivery.

Other

• Manage and maintain strong vendor relationships to ensure satisfaction and retention.
• Work with General Manager to put together office payroll and oversee employee hours.
• Work with General Manager to go over store payroll and staff commission reports and alert staff of any errors and corrections that need to be made.
• Onboard new vendors and work as main point of contact.
• Ensure new vendors sign consignment agreement and give the company clear pricing to ensure there is no room for future confusion.
• Work with General Manager to keep running Password & Credentials sheet up to date.
• Monitor and manage office and store supply management, placing necessary orders as needed.
• Inspect the levels of business supplies and raw material to identify shortages.
• Run quarterly PCI compliance report for store locations; run yearly PCI compliance report for the company website and work ensure full compliance on the website with all laws and regulations.
• Run monthly ADA compliance report and save report for company records.
• Work with General Manager to organize all trade show accommodations and work-related travel.
• Assist CEO with general day-to-day needs.
• Oversee all onboarding and offboarding of employees.
• Oversee day to day office operations.

PROFESSIONAL QUALIFICATIONS

• Bachelor’s degree in supply chain management, logistics, business administration, or a related field is preferred.
• 3-5 years of experience in retail, fine jewelry, or commerce.
• Proven experience as inventory manager or similar position.
• Working knowledge of Lightspeed POS inventory management software and Shopify.
• Ability to accurately track inventory and create reports.
• A minimum of 3 years of experience with billing, accounting, finance, budgeting, financial analysis or in related field required.
• Excellent organizational and planning skills with an analytical mind and strong math skills.
• Outstanding communication and interpersonal abilities.
• Thrives in a fast-paced environment and able to prioritize and oversee multiple projects at once.
• Possess strong attention to detail, and the ability to work under and meet tight deadlines.
• Excellent knowledge of data analysis and forecasting methods is a plus.
• Demonstrates a willingness to take on new tasks with a general attitude that not task is too small, impossible, or cannot be improved.

Location : In Office Offices are based in the La Brea / Greater Wilshire neighborhood in Los Angeles, California. Must have the ability to commute to the office.

Last updated : 2024-11-19