Operations and Accounting Coordinator

Overview

This role involves managing essential financial and administrative operations for a moving and logistics business. You will oversee payroll processing, Accounts Receivable (AR), Accounts Payable (AP), and job closing procedures—ensuring records are accurate, transactions are properly documented, and operational workflows are completed efficiently.

In addition, you will handle professional, white-glove email communication with customers and interior designers regarding warehouse-related matters. This is a fully remote, email-focused position with no phone responsibilities.

Responsibilities

HR & Payroll Administration

• Process and manage payroll, ensuring accuracy and timely execution
• Maintain financial records and accounting transactions
• Manage Accounts Receivable (AR): invoicing, payment tracking, follow-ups, and account reconciliation
• Manage Accounts Payable (AP): vendor invoices, payment scheduling, and expense tracking
• Identify and resolve discrepancies in financial records and transactions
• Maintain organized documentation and financial records
• Manage employee onboarding and offboarding through the company’s HR system
• Maintain employee records, offer letters, handbooks, and employment documentation
• Coordinate background checks, MVR checks, and employment eligibility requirements
• Administer benefits enrollment and deductions
• Track attendance, PTO, commissions, bonuses, reimbursements, and payroll adjustments
• Handle payroll corrections and employee payroll inquiries
• Prepare and maintain employee separation documentation

Job Closing & Administrative Operations

• Manage end-to-end job closing procedures, ensuring all required documentation, charges, payments, and records are completed
• Review completed jobs to verify financial accuracy and operational completeness
• Ensure all job-related information is properly recorded and organized
• Coordinate with internal teams to resolve outstanding balances, missing documentation, or billing discrepancies

Vendor & Administrative Management

• Coordinate vendor relationships, invoices, and payment documentation
• Request and maintain COIs, W-9s, and vendor compliance documents
• Coordinate banking and ACH updates with vendors and financial institutions
• Track company purchases, supplies, equipment, and vendor expenses

Customer & Designer Communication

• Manage email correspondence with customers and interior designers regarding warehouse operations
• Provide professional, polished, customer-oriented written communication
• Handle warehouse-related inquiries, updates, coordination requests, and follow-ups
• Maintain a high standard of customer service through clear, timely, and accurate email responses
• Coordinate internally to ensure customer requests are addressed efficiently

Required Qualifications

• Proven experience in back-office administration, accounting support, or financial operations
• Hands-on experience using QuickBooks for both accounting and payroll processing
• Practical experience managing Accounts Receivable (AR) and Accounts Payable (AP)
• Previous experience handling job closing procedures and financial reconciliation
• Experience using SmartMoving
• Proficiency in Google Workspace, particularly Google Drive and Google Sheets
• Strong written communication skills, including the ability to communicate professionally with customers and external stakeholders
• Excellent written English communication skills
• Professional, customer-focused email etiquette
• Clear verbal communication skills for internal collaboration
• Excellent organizational skills and attention to detail
• Ability to manage multiple priorities independently in a remote environment

Preferred Qualifications

• Previous back-office experience within the moving, logistics, relocation, or warehousing industry
• Familiarity with moving-industry workflows, job costing, and warehouse coordination
• Experience working with interior designers or high-touch customer service environments

Compensation & Benefits

• Minimum 5 paid days off annually, plus US holidays
• Free access to career growth learning modules through the company
• Scheduled rate increases based on applicable contract terms and performance

Location

• 100% Remote
• Schedule: U.S. business hours (CST preferred)