Front Office Manager

Exciting Growth Opportunity!

Are you looking for a dynamic role where you can make a real impact in a fast-growing company? This is more than just a job—it’s an opportunity to wear multiple hats, develop new skills, and grow alongside the business. As an Operations & Finance Specialist, you’ll have direct access to leadership, play a key role in shaping processes, and contribute to both day-to-day operations and long-term strategy. If you’re an adaptable, proactive professional who thrives in an evolving environment and is excited by the challenge of helping scale a business, this could be the perfect opportunity for you!

Operations & Finance Specialist

We are seeking a highly organized and adaptable professional to provide sales support, administrative assistance, and executive support in a dynamic early-stage company. This role requires a proactive, detail-oriented individual who can handle multiple responsibilities, including customer interactions, operational coordination, and executive assistance.

Since we do not have a dedicated sales team, this position will play a key role in managing inbound inquiries, processing orders, and supporting leadership with strategic initiatives. As an early-stage company, we need someone who is comfortable navigating uncertainty, understands the risks of a growing business, but is also excited about the long-term upside potential.

Key Responsibilities

Customer, Order & Sales Support:

• Act as the first point of contact for customer inquiries, providing timely responses and professional support.
• Process and track orders via EDI, maintain accurate records, and ensure smooth fulfillment.
• Manage relationships with enterprise customers and partners, facilitating smooth onboarding and ongoing communication.
• Assist with order tracking, inventory coordination, and ensuring stock availability.

Administrative & Executive Assistance:

• Provide direct support to company leadership, assisting with scheduling, travel arrangements, and email correspondence.
• Prepare reports, presentations, and documents as needed for leadership and operational meetings.
• Maintain company records, contracts, and data organization to ensure up-to-date documentation.
• Assist with marketing and outreach initiatives such as email campaigns and customer engagement efforts.
• Coordinate procurement of office supplies, packaging materials, and other business necessities.
• Help manage special projects, research tasks, and ad hoc initiatives to support company growth.

Financial & Bookkeeping Management:

• Utilize QuickBooks Desktop to enter and reconcile transactions, generate financial reports, and maintain accurate records.
• Create and process invoices, estimates, and accounts receivable collections.
• Handle expense tracking, budgeting, and cash flow monitoring.
• Assist in financial planning and forecasting, providing insights to management.

Inventory & E-Commerce Accounting:

• Oversee inventory tracking and adjustments within QuickBooks Desktop, ensuring accuracy in stock levels and cost accounting.
• Manage financial transactions related to Amazon sales, including revenue tracking, refunds, and reconciliation of deposits.
• Work closely with the operations team to align inventory management with financial reporting.

Tax & Compliance Support:

• Assist with sales tax filings and compliance-related financial documentation.
• Maintain proper documentation for audits and financial reviews.

Opportunity & Fit

• This role offers the chance to work directly with leadership, gaining valuable experience in multiple facets of an early-stage business.
• We are looking for someone who embraces both the challenges and opportunities of working in a growing company—there is potential for future expansion of responsibilities and rewards as the company scales.
• Ideal for someone who is adaptable, proactive, and sees the upside of joining a company in an exciting growth phase while being aware of the risks that come with it.

Ideal Candidate Qualifications

• Experience in customer service, administrative assistance, executive support, or operations coordination.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and CRM or order management systems.
• Strong attention to detail, organization, and ability to multitask.
• Excellent written and verbal communication skills, with a professional and customer-friendly approach.
• Ability to handle sensitive information with discretion and professionalism.
• Proficiency in QuickBooks Desktop is REQUIRED, including inventory management and financial reporting.
• Experience with Amazon accounting, including reconciling transactions, chargebacks, and deposits.
• Strong analytical skills with experience in financial planning, budgeting, and forecasting.
• Detail-oriented and highly organized, with the ability to manage multiple accounting tasks efficiently.
• Previous experience in bookkeeping, accounting, or financial management.

This is an exciting opportunity for a motivated professional who wants to be an integral part of a growing business. If you’re looking for a role where your skills and contributions will truly matter, apply today!