Office & Operations Coordinator

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Position Summary

We are a local hospitality supply company serving hotels and restaurants along the East Coast. We are seeking a dependable and detail-oriented Office & Operations Coordinator to support daily office operations, invoice and inventory tracking, and general administrative and accounting coordination.

This role is Excel- and QuickBooks Online–based, with responsibility for maintaining accurate records, assisting with billing and collections, handling administrative phone calls, and supporting basic accounting-related tasks as needed in a small business environment.

Key ResponsibilitiesOperations, Data & Systems ( around 80% Excel-based)

--Enter, maintain, and update customer invoices, picking list using Microsoft Excel and QuickBooks Online

--Track inventory in/out using Excel spreadsheets

--Match and reconcile dates across multiple spreadsheets (invoices, deliveries, inventory logs)

--Identify and correct data discrepancies (quantities, dates, SKUs)

--Maintain organized, up-to-date Excel files for operations and management review

--Support basic operational reporting (daily / weekly summaries)

--Coordinate with warehouse, delivery, and sales staff to verify data accuracy

--Identify discrepancies and follow up internally or externally to resolve issues

--Perform other light operations or administrative tasks as needed

Office, Billing & Administrative Support

Answer incoming phone calls when available and route calls appropriately

Contact IRS, ADP, vendors, banks, or service providers as needed

Assist with billing follow-ups and collections under management guidance

Support basic payroll, tax, or accounting-related coordination when required

Communicate with warehouse, delivery, sales, and management to verify information

Provide general office and administrative support as needed

Work Schedule

Monday – Friday

Regular schedule (September – March):8:00 AM – 5:00 PM, with 1-hour lunch

Busy season (April – August):Schedule may adjust to:

8:30 AM – 5:30 PM, or

9:00 AM – 6:00 PMwith 1-hour lunch

Flexibility during busy season is required

Required Qualifications

Strong working knowledge of Microsoft Excel

Comfortable with multiple spreadsheets

Basic Microsoft Excel formulas required (SUM, IF; VLOOKUP/XLOOKUP preferred)

Experience using or supporting QuickBooks Online

High attention to detail and accuracy

Organized, reliable, and able to manage multiple tasks

Comfortable handling phone calls and follow-ups

Fluent in English (spoken and written)

Preferred Qualifications (Strong Plus)

Experience in distribution, wholesale, logistics, or hospitality supply

Experience supporting billing, collections, payroll coordination, or tax-related tasks

Experience working in a small business environment

Familiarity with ADP or similar payroll systems

Employment Type

Full-time, hourly position

Long-term opportunity with potential for expanded responsibilities

Job Type: Full-time

Pay: $18.00 - $22.00 per hour

Benefits:

• 401(k)
• Paid time off

Work Location: In person