Position Summary

We are looking for an Accounting & Operations Support Specialist to support accounts payable, invoice processing, accounting reconciliations, inventory documentation, supply chain planning files, and recurring finance operations workflows.

This role will work closely with the Controller, Senior Director of Planning, Finance, Planning, and Operations teams to ensure invoices are routed, reviewed, reconciled, documented, and prepared for approval accurately and on time.

The ideal candidate is detail-oriented, highly organized, comfortable working across multiple accounting and operations systems, and experienced supporting accounting operations for a product-based or consumer goods business. This position requires strong written English communication skills, proficiency in QuickBooks Online, solid spreadsheet skills, and the ability to identify discrepancies, missing documentation, or approval delays before they become larger issues.

Responsibilities:

• Monitor the accounting inbox for incoming vendor invoices and route them to the correct workflow, including Settle, BILL .com , freight invoice processes, and internal invoice folders.

• Respond to vendor inquiries regarding payment status and follow up on missing information, pending approvals, BILL .com invitations, incomplete documentation, and vendor AR statements.

• Review vendor invoices, credit memos, purchase orders, goods received, order quantities, PO costs, pricing, and supporting documentation for accuracy and completeness.

• Upload inventory invoices and credit memos into Settle, review them against goods received, PO cost, and order quantity, and tag them for approval when ready.

• Load inventory invoices into the correct product folders and enter invoice data into internal operations trackers.

• Prepare weekly invoice approval packages, including vendor name, invoice number, amount, due date, and credit memo notes.

• Flag invoice pricing discrepancies against original PO quotes and escalate missing documentation or unclear invoice issues to the Planning and Operations teams.

• Reconcile QuickBooks AP to BILL .com AP on a weekly basis.

• Support QuickBooks, BILL .com, Settle, credit card, balance sheet, and additional accounting reconciliations during month-end close.

• Prepare weekly wholesale invoicing using QuickBooks Online and SPS Commerce.

• Write purchase orders as directed by the Planning team and support updates to vendor forecast files, COGS files, and related supply chain planning documentation.

• Coordinate with the company’s 3PL partner on inventory receipts, billing reconciliation, fulfillment invoices, and physical inventory counts.

• Cross-reference 3PL fulfillment invoices against Shopify order exports and tag order types such as DTC, sample, and replacement orders.

• Place approved wholesale and Amazon orders through the 3PL system.

• Support the monthly inventory close process by reviewing SKU and lot-level inventory changes, validating data against invoices and trackers, preparing inventory reconciliation, and preparing the Inventory COGS for Accounting file.

• Build quarterly business review files using vendor-specific templates and assist with pulling invoices or expense receipts for audit selections.

• Support annual reconciliations and additional finance, inventory, accounting, and operations administration tasks as assigned.

Requirements:

• 2+ years of experience in accounting, accounts payable, finance administration, bookkeeping support, inventory administration, operations support, or a similar role.

• Experience supporting accounting operations for a product-based, consumer goods, ecommerce, retail, wholesale, supplements, health and wellness, or CPG company.

• Proficiency in QuickBooks Online.

• Experience reviewing invoices, purchase orders, vendor documentation, credit memos, vendor statements, and supporting records.

• Experience preparing or supporting monthly reconciliations, balance sheet reconciliations, credit card reconciliations, and month-end close activities.

• Strong attention to detail when reviewing invoice amounts, PO costs, order quantities, credit memos, vendor statements, inventory data, and supporting documentation.

• Strong spreadsheet skills, especially in Excel and Google Sheets.

• Comfortable working with accounting inboxes, shared folders, finance platforms, internal trackers, and multiple operational systems.

• Comfortable leveraging AI tools such as ChatGPT or Claude to accelerate research, drafting, analysis, and process support.

• Strong written English communication skills for vendor and internal follow-up.

• Ability to work independently, manage multiple priorities, meet deadlines reliably, and follow recurring weekly and monthly workflows with minimal supervision.

• Organized, reliable, proactive, and comfortable supporting a lean finance and operations team.

• Reliable high-speed internet connection and a quiet, distraction-free work environment.

• Availability to work full-time remotely, Monday to Friday, 8:00 AM – 5:00 PM EST.

Nice to Have:

• Experience with BILL.com , Settle, Ramp, SPS Commerce, Shopify, Quickbox, or similar systems.

• Experience working with 3PLs, fulfillment invoices, inventory receipts, inventory reconciliation, landed cost, vendor AR statements, or purchase order workflows.

• Experience supporting ecommerce, retail, wholesale, Amazon, supplements, CPG, or health and wellness companies.

• Experience preparing monthly inventory close files, COGS files, audit documentation, quarterly business review files, or annual reconciliations.

What Success Looks Like:

• The accounting inbox is organized, invoices are routed correctly, and approval workflows are consistently followed.

• Invoices, credit memos, PO discrepancies, vendor follow-ups, and missing documentation are tracked and escalated on time.

• QuickBooks, BILL .com , Settle, inventory close files, COGS files, and finance trackers remain accurate and up to date.

• Month-end close, inventory reconciliation, and accounting support tasks are completed accurately and on schedule.

• Finance, Planning, and Operations teams have clear visibility into invoice status, inventory documentation, reconciliation items, and pending issues.