Senior Accounting Manager

Department:
Finance & Accounting|

Schedule:

Full-time

Reports to:

CEO

Position Summary

The Senior Accounting Manager leads day-to-day accounting, month-end close, financial reporting, and payroll for a dynamic multi-channel coffee company. Our diverse business footprint includes coffee roasting, wholesale coffee bean and equipment sales, café operations, and retail sales. This is a hands-on role responsible for accurate financial records, reliable inventory and cost accounting, timely payroll, and practical controls across multiple sales channels.

Key Responsibilities

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Own the general ledger and monthly close calendar; prepare or review journal entries, accruals, prepaid expenses, fixed assets, depreciation, and balance-sheet reconciliations.

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Prepare timely monthly financial statements and management reports, including results by sales channel or operating segment, gross margins, and explanations of significant trends and variances.

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Maintain consistent account coding and reporting structures in Quick Books, including classes or other reporting dimensions where appropriate.

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Coordinate year-end schedules and supporting documentation with external accountants; support budgeting, forecasting, and other financial analyses requested by leadership.

·
Reconcile mutli-channel sales platforms (Toast, Shopify) to payment processors, bank deposits, and the general ledger; resolve timing differences and missing or duplicate transactions.

·
Properly record gross sales
, discounts, refunds, chargebacks, merchant fees, sales tax, tips, and gift-card liabilities, as applicable.

·
Manage wholesale invoicing
, customer account reconciliations, aging reviews, collections, and customer deposits; coordinate billing issues with sales and customer service.

·
Maintain accurate cutoff for coffee, equipment, café, and retail sales and related costs; verify fulfillment or delivery support and applicable transaction terms.

Inventory & Cost Accounting

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Oversee accounting for green coffee, roasted coffee, packaging, café supplies, resale equipment, and retail merchandise; reconcile inventory records to the general ledger.

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Partner with roasting and operations teams to track purchasing, freight, production labor, and applicable overhead; maintain consistent inventory costing and cost-of-goods-sold procedures.

·
Monitor roasting yields, weight loss, waste, shrinkage, and inventory adjustments; coordinate physical counts and investigate discrepancies.

·
Analyze product and channel margins
; identify unusual cost changes, slow-moving stock, and inventory valuation concerns for leadership.

Payroll Administration | Paylocity

·
Run each payroll cycle for approximately 60 employees in Paylocity, from collecting approved inputs through processing, reconciliation, and posting to Quick Books.

·
Review timecards, pay rates, overtime, tips, paid time off, reimbursements, employee benefit deductions, and other authorized adjustments; obtain manager approvals and resolve exceptions before processing.

·
Coordinate employee setup
, pay changes, and separations with HR or designated leadership; maintain accurate payroll records and protect confidential employee information.

·
Reconcile payroll reports
, cash withdrawals, benefit deductions, and payroll liabilities; coordinate with Paylocity and external advisors on payroll tax filings, notices, and year-end reporting.

·
Document payroll procedures and deadlines, maintain a backup coverage plan, and obtain an independent review and approval before payroll is released.

Payables, Cash & Internal Controls

·
Manage vendor bills and payment workflows in BILL; verify coding, supporting documents, approval routing, vendor statements, and synchronization with Quick Books.

·
Monitor cash balances
, upcoming payment obligations, and…