Job Description

About the Role

We are looking for a highly organized, detail-driven

Admin & Finance Operations Coordinator

to act as the operational backbone of our business.

This role combines

bookkeeping, purchasing, and administrative operations

into one high-impact position that ensures accuracy, order, and follow-through across the company. You will be trusted with financial integrity, vendor coordination, and day-to-day operational flow.

This is not a junior admin role.

It requires ownership, judgment, discipline, and the ability to manage multiple moving parts without constant direction.

If you thrive in structured environments, take pride in clean systems, and enjoy bringing order to complexity, this role will suit you well.

Key Responsibilities

1. Bookkeeping & Financial Operations

Daily transaction entry and reconciliation Accounts Payable & Accounts Receivable Invoice processing and payment scheduling Expense coding and categorization Bank and credit card reconciliations Maintain accurate, audit-ready financial records Prepare monthly financial summaries for leadership Liaise with external accountant and CFO

Outcome:

Reliable financials, clear cash visibility, no surprises.

2. Purchasing & Order Integrity

Manage purchasing of materials, supplies, and services Issue and track purchase orders Confirm pricing, quantities, specifications, and delivery timelines Maintain vendor records and pricing agreements Coordinate with Sales, Production, and Shipping Resolve discrepancies proactively

Outcome:

Fewer errors, reduced waste, predictable production flow.

3. Administrative & Office Operations

Act as the central office and administrative hub for the business Manage documentation, records, and internal files Support onboarding and offboarding logistics Maintain systems hygiene (files, access, permissions) Respond to admin requests efficiently and professionally Support leadership with coordination and follow-ups

Outcome:

Smooth daily operations and reduced leadership interruption.

4. Systems & Process Support

Maintain accuracy across operational systems Ensure data consistency between finance, purchasing, and operations Identify breakdowns or recurring issues Support documentation of standard operating procedures Close loops -- nothing gets dropped

Outcome:

Order, clarity, and operational rhythm.

What We're Looking For

Required:

Strong bookkeeping or finance operations experience (2-3 years experience). Hands-on experience using QuickBooks online multi-currency experience, interim billings, inventory management, AR/AP, reconciliations, and financial reporting.. High attention to detail and accuracy
Excellent organization and time management Ability to work independently and take ownership Professional discretion and trustworthiness Comfort enforcing standards and following processes

Preferred:

Experience in manufacturing, or operations-heavy environments Experience working with accounting software and ERP systems Experience coordinating purchasing and vendors

Growth Opportunity

This is a

Phase 1 combined role

. As the company grows, this position may evolve into more specialized roles within Finance or Operations.

Job Types: Full-time, Permanent

Pay: $55,000.00-$65,000.00 per year

Benefits:

Casual dress Company events Dental care Extended health care On-site parking Paid time off Profit sharing Vision care
Work Location: In person