Accounting & Operations Support Coordinator

Under the direction of the Director of Operation and the Controller, this position serves as support for both teams responsible for consistent, accurate, and timely updates of general accounting support and administrative operations duties.   

Travel requirements 

Occasional supply pickup to support warehouse needs 

Work hours 

This is a full-time position Monday – Friday 7:30 A.M. to 4:00 P.M.  

Responsibilities 

Operations Support 

• Maintain calendar, accurate records, reports, and documentation related to departmental operations, compliance, and safety 
• Create, format, and distribute departmental communications in a timely and professional manner 
• Process and record Food Drive and National Donation receipts, ensuring accuracy and proper documentation 
• Collect, review, and submit timecards for all temporary employees to ensure timely and accurate payroll processing 
• Track and update pallet counts and inventory reports monthly 
• Maintain and monitor first aid and safety equipment, including fire extinguishers, sprinkler systems, and related inspections 
• Print and distribute sanitation checklists for all warehouse staff and monitor completion 
• Collect and process mileage reports for multiple locations, including Orlando, Volusia, and Brevard 
• Track and submit department credit card receipts in accordance with company policy 
• Generate and distribute department reports as needed to support operations and compliance 
• Coordinate meetings including scheduling, training sessions, catering setup, preparing materials, taking minutes, and follow-up communication 
• Maintain fleet records, including current tag numbers, DOT stickers, and other vehicle compliance documentation 
• Plan and schedule the annual fire drill, ensuring compliance with safety regulation 
• Maintain and update the compliance folder throughout the year 

Accounting Support  

• Create and issue invoices to customers through various channels 
• Create and issue monthly customer account statements 
• Handle customer invoice/payment questions 
• Reconciliation of customer accounts 
• Data entry of Delivery slips into Excel and Finance software 
• Check accuracy of invoices, match invoices to purchase, requisition, and receiving documentation 
• Code approved invoices based on Chart of Account classification and grant when necessary 
• Data entry of approved invoices into Accounts Payable software 
• Prepare vendor payments to mail each week 
• Maintain and file vendor payments 

General Support 

• Provide front desk coverage as needed 
• Other duties as assigned 

Qualifications:  

• High school diploma 
• Minimum of two years of directly related experience 
• Experience in handling accounts payable and accounts receivable 
• Familiarity with office management systems, scheduling, and filing systems 
• Ability to demonstrate excellent verbal and written communication skills to relay messages clearly and professionally 
• Ability to professionally handle interactions with clients or colleagues 
• Proficient use of software like Microsoft Office Suite, Teams, and/or other tools relevant to the department (e.g., CRM systems, accounting software) 
• Ability to identify issues and find solutions quickly and efficiently 
• Strong attention to detail 
• Ability to build positive relationships with colleagues and clients 
• Ability to manage calendars, prioritize tasks, and handle multiple assignments efficiently 

Preferred qualifications 

• Certified Professional Food Manager (or acquired within 60 days) 

Physical requirements/environment: 

• Ability to sit for long periods of time, lifting up to 10lbs, ability to bending, and ability to reach