Bookkeeper

Job Title:

Inventory, Purchasing & Accounting Coordinator (Bookkeeper)

Job Description

This role oversees inventory management, purchasing operations, order processing, and full-cycle accounts receivable and payable using Quick Books Enterprise. The coordinator ensures accurate inventory across multiple warehouse locations, supports timely and precise customer order fulfillment, and maintains healthy cash flow through disciplined AR/AP and reporting practices. The position is ideal for a detail-oriented professional with strong analytical skills and experience in warehouse and distribution environments who can optimize processes and support operational efficiency.

Responsibilities

+ Manage and maintain inventory across multiple warehouse locations using Quick Books Enterprise, ensuring accurate item master data, assemblies, and Bills of Materials.

+ Oversee inventory tracking, including creation and maintenance of item lists, assemblies, and BOMs for multi-location warehouse operations.

+ Perform regular inventory audits and reconcile inventory sub-ledgers against physical warehouse counts to eliminate discrepancies and maintain accurate records.

+ Monitor inventory levels and collaborate with operations teams to prevent stockouts while maintaining lean inventory practices.

+ Investigate and resolve inventory variances, receiving discrepancies, and fulfillment issues to support smooth warehouse operations.

+ Manage the complete purchasing lifecycle within Quick Books Enterprise, including purchase order creation, item receipt processing, vendor bill matching, and final payment execution.

+ Forecast material requirements based on operational demand and production schedules to ensure adequate supply while controlling costs.

+ Generate and track purchase orders for packaging materials, corrugate, warehouse supplies, and other critical inventory items.

+ Monitor vendor pricing, payment terms, and purchasing trends to support cost control initiatives and maintain strong supplier relationships.

+ Enter and manage customer purchase orders accurately within Quick Books Enterprise, ensuring correct pricing, warehouse routing, fulfillment requirements, and shipping specifications.

+ Coordinate order processing activities to support timely and accurate customer deliveries and maintain high levels of customer satisfaction.

+ Monitor order fulfillment status, identify issues impacting customer satisfaction, and take corrective action to resolve them promptly.

+ Convert completed shipments into customer invoices within Quick Books Enterprise and ensure accurate and timely invoicing.

+ Apply cash receipts, maintain accurate customer account records, and monitor customer payment activity and credit terms.

+ Proactively manage collections efforts to minimize aging receivables, improve cash flow, and resolve billing discrepancies through account reconciliation.

+ Process vendor invoices and reconcile them to purchase orders and item receipts, performing three-way matching between POs, receipts, and vendor invoices.

+ Manage vendor payment schedules to maximize working capital, maintain strong supplier relationships, and support overall cash flow objectives.

+ Prepare weekly and bi-weekly check runs and electronic payments, balancing incoming receivables with vendor payment obligations.

+ Support comprehensive cash flow forecasting by aligning accounts receivable inflows with accounts payable outflows.

+ Utilize Quick Books Enterprise Advanced Reporting to build and maintain purchase order tracking reports, vendor spend analyses, inventory valuation reports, material forecasting models, and cash flow dashboards.

+ Generate actionable insights from advanced reporting to support purchasing, inventory, and financial decision-making for operational and leadership teams.

+ Develop customized reports and dashboards to meet specific operational and leadership information needs.

+ Audit and reconcile variances between what was ordered via purchase orders, what was received in the warehouse, and what was billed by vendors to ensure data integrity.

+ Process incoming customer purchase orders into the fulfillment queue with accurate pricing tiers, routing parameters, and shipping details.

+ Convert fulfilled orders into final corporate invoices within Quick Books Enterprise and manage the full invoicing cycle.

+ Support strategic purchasing by forecasting and generating purchase orders for critical materials and supplies, tracking payment terms, and preparing scheduled check runs and electronic bill payments.

+ Perform accurate data entry related to order processing, invoicing, accounts payable and receivable, and general bookkeeping activities.

Essential Skills

+ Advanced proficiency with Quick Books Enterprise, including inventory management, purchasing, accounts receivable, accounts payable, and advanced reporting.

+ Hands-on experience with accounts payable (AP) and accounts receivable (AR), including invoice processing, cash application, collections, and…