Accounting Operations Coordinator

JOB TITLE


RESPONSIBILITIES

Daily / Weekly

Receive and organize vendor invoices (PDFs, emails, uploads)

Match invoices to purchase orders (POs)

Match invoices to shipping documents (BOLs, packing lists)

Perform meter to yard conversions (training provided)

Prepare QuickBooks Enterprise–ready invoice entry files (Excel / CSV)

Maintain invoice tracking logs (received, missing, ready for posting)

Upload invoices and supporting documents to our factoring portal

Submit credit requests to the factor and track approval status

Follow up on missing invoices or documentation

Clearly flag discrepancies and issues for review

Weekly Bank Reconciliations

Prepare weekly bank reconciliation reports using provided bank statements

Match deposits and withdrawals to customer payments, factor advances, fees, and adjustments

Identify and clearly flag missing transactions, timing differences, or unknown items

Prepare reconciliation summaries for review (no bank access)

Monthly

Assist with AP aging preparation

Help reconcile invoices submitted to the factor versus approvals

Maintain clean and well-organized accounting folders

WHAT THIS ROLE DOES NOT INCLUDE

No direct posting or admin access to QuickBooks Enterprise initially

No payments or banking access

No ability to move money or approve transactions

No vendor setup or chart of accounts changes

No pricing or financial decision-making

REQUIREMENTS

Must Have

Excellent written and spoken English

Strong attention to detail

Demonstrated familiarity with QuickBooks Enterprise

Understanding of AP, AR, and bank reconciliation workflows

Experience with invoice processing and purchase orders

Experience preparing bank reconciliations from statements

Strong Excel or Google Sheets skills

Comfortable working from read-only accounting reports

Ability to follow SOPs and escalation rules

Reliable internet and a quiet workspace

Nice to Have

Experience with factoring or AR financing

Experience supporting U.S.-based companies

Logistics, inventory, or textile industry experience

Experience working with QuickBooks in a high-volume environment

SCHEDULE AND PAY

20 hours per week to start

U.S. business hours overlap required

Pay range: $6 to $8 USD per hour, based on experience

Long-term opportunity for the right candidate

APPLICATION INSTRUCTIONS (IMPORTANT)

To be considered, please include all three of the following in your application:

Your experience working with QuickBooks Enterprise

How you would handle an invoice that does not match the PO

Confirmation that you are comfortable working without direct QuickBooks or bank access initially

Applications that do not follow these instructions will not be considered.

WHY WORK WITH US

Stable, long-term role

Clear processes and expectations

Strong documentation culture

Opportunity to grow into a senior accounting operations role