Accounting & Front Office Coordinator

Position Summary The Accounting & Front Office Coordinator is responsible for managing the front office while providing day-to-day accounting and administrative support across the organization. This role serves as the first point of contact for visitors, callers, vendors, and applicants, while also supporting accounts payable, accounts receivable, invoicing, document control, filing, and general office operations. This is a support role focused on organization, communication, follow-through, and accurate clerical execution. The position does not involve leadership responsibilities or independent financial decision-making authority. Role Priorities Maintain consistent front office coverage and a professional first impression for callers and visitors. Support routine AP/AR, invoice preparation, document organization, and filing with a high level of accuracy. Reduce interruptions to management by handling routine office coordination, vendor contact, and follow-up tasks. Front Office & Communication Answer, screen, and route incoming phone calls promptly and professionally. Greet visitors, vendors, applicants, and walk-ins in a courteous and professional manner. Manage incoming and outgoing mail, deliveries, and other front office traffic. Maintain a professional, organized, and presentable front office environment. Help screen unsolicited vendor visits and route legitimate business inquiries appropriately. Accounting Support Assist with accounts payable processing, including coding support, invoice matching, document organization, and timely entry of vendor bills. Assist with accounts receivable support, including invoice preparation, payment posting support, and maintaining related documentation. Maintain accurate and organized accounting records, files, and supporting documents. Assist with petty cash tracking and other routine clerical accounting tasks as assigned. Support preparation of basic account analyses, reconciliations, reports, and documentation under management direction. Assist with maintaining fixed asset records, historical files, and accounting documentation as needed. Perform data entry in company systems, including E2 and accounting software, as assigned. Administrative, Purchasing & Office Support Develop, maintain, scan, upload, and organize digital and physical filing systems. Maintain job folders, invoice support documents, administrative files, and other business records. Order office supplies, PPE, breakroom supplies, restroom supplies, and approved shop-related items. Assist with clerical receiving and inventory acceptance support for office or indirect purchases. Schedule interviews, coordinate applicant visits, and help arrange pre-employment appointments such as drug tests. Assist with new hire onboarding by collecting forms, routing paperwork, and tracking required documents. Support insurance, benefits, and onboarding paperwork routing and tracking only. Maintain calendars, scheduling lists, and other basic office coordination tools. Make routine phone calls, perform simple research tasks, run errands, and complete miscellaneous administrative work as assigned. General Expectations Handle confidential financial, employee, and business information with discretion and care. Maintain accuracy, follow-through, and attention to detail in all assigned work. Work cooperatively with accounting, HR, operations, and management. Maintain a clean, organized, and safe office workspace in accordance with company expectations. Perform other duties as assigned in support of business operations. Qualifications Required 1+ year of experience in an accounting support, administrative, receptionist, AP/AR, or similar office role. Strong organizational skills, attention to detail, and ability to manage multiple routine tasks. Professional verbal and written communication skills. Customer service mindset and professional demeanor. Basic proficiency in Microsoft Office, especially Excel, Word, and Outlook. Ability and willingness to learn company systems and software, including QuickBooks and E2. Reliable attendance, dependability, and ability to work productively in an office/shop environment. Preferred Experience with accounts payable, accounts receivable, invoicing, or bookkeeping support. Experience in a manufacturing, industrial, or shop environment. Working knowledge of office equipment and document management processes. Education High school diploma or equivalent required. Associate degree in Accounting, Finance, Business, or a related discipline preferred, or an equivalent combination of education and relevant experience.

Physical / Work

Environment Requirements Regularly required to sit, stand, walk, reach, talk, hear, and use standard office equipment. Must be able to move safely throughout office and shop areas. Occasional bending, stooping, carrying, or lifting of office materials, packages, or supplies. May occasionally lift up to 25 pounds. Must be comfortable working in a hybrid office/shop environment.

Note:

This job description is intended to describe the general nature and level of work being performed. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications required for the position.

Pay:

$22.00 - $25.00 per hour

Benefits:

401(k) 401(k) 5% Match 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person