Accounting Coordinator

Job Title: Office Administrator / Accounting Coordinator
Department: Operations
Reports To: Plant Manager
Employment Type: Exempt, full-time, on-site (presence required for full shift)

Position Summary

The Office Administrator / Accounting Coordinator provides comprehensive administrative, accounting, and operational support to ensure smooth day-to-day plant operations. This role is responsible for coordinating documentation, purchasing activities, basic accounting functions, HR and payroll support, and communication with corporate teams, vendors, and service providers.

This position requires strong organizational skills, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced manufacturing environment.

Key Responsibilities

1. Manage daily administrative activities including filing, correspondence, reporting, and communication with vendors and service providers.

2. Support purchasing and inventory control by coordinating orders and ensuring timely delivery of supplies and raw materials.

3. Assist with month-end close activities, account reconciliations, fixed asset tracking, and preparation of financial reports in accordance with U.S. standards and internal methodologies; coordinate submissions with corporate accounting.

4. Oversee payments, support audits, assist with credit and collections, participate in inventory counts, support cost reporting for production expenses, and handle accounts payable, invoice tracking, and basic bookkeeping.

5. Maintain employee records and support HR-related activities such as onboarding, attendance tracking, and benefits documentation.

6. Prepare and maintain production and shipping documentation, ensuring accuracy and compliance with internal and external requirements.

7. Serve as the first point of contact for visitors and handle general correspondence and communication with clients and corporate departments.

8. Assist with safety and compliance documentation (OSHA logs, permits, incident reports) under the guidance of the Plant Manager.

9. Support government and regulatory requirements including license renewals, local filings, and vendor compliance, in coordination with corporate legal and compliance teams.

10. Participate in continuous improvement initiatives to enhance administrative efficiency and support overall plant operations.

Qualifications

Education

• Associate’s degree or higher in Business Administration, Accounting, or a related field.

Knowledge & Skills

• Basic understanding of purchasing, inventory control, and bookkeeping practices.

• Familiarity with invoicing, vendor management, and payroll documentation.

• Awareness of safety and compliance recordkeeping in an industrial or manufacturing environment.

• General knowledge of manufacturing documentation and administrative processes.

Systems & Software

• Advanced proficiency in Microsoft Office (Excel, Word, Outlook).

• Experience with ERP or accounting systems is a plus.

Language Skills

• Spanish for business communication is desirable (intermediate level preferred).