Office Manager – Purchasing, Inventory & Accounts Receivable

Office Manager – Purchasing, Inventory & Accounts Receivable Vantage South, Inc. | Atmore, Alabama Job Type: Full-Time Salary: $40,000–$65,000 annually, depending on experience and qualifications Work Location: Primarily on-site, with flexible work arrangements available About Vantage South Vantage South is a precision agriculture technology company serving farmers and agricultural businesses throughout the Southeast. We specialize in GPS guidance, equipment automation, precision planting, application technology, and other advanced agricultural solutions. We are seeking a highly organized, dependable, and detail-oriented Office Manager to join our team in Atmore, Alabama. This position plays an essential role in our daily operations, overseeing sales orders, purchasing, inventory management, receiving, invoicing, and accounts receivable. The successful candidate will work closely with our sales and service teams, vendors, customers, and management to ensure business transactions are handled accurately and efficiently. We are looking for someone who takes ownership of their responsibilities, pays close attention to detail, and can independently manage multiple priorities. Key ResponsibilitiesSales Order Management Monitor and process incoming sales orders, ensuring accuracy and completeness. Coordinate with sales representatives and service technicians to ensure orders are fulfilled on time. Track order progress, product availability, installation schedules, and outstanding requirements. Communicate with the sales and service teams regarding order status and potential delays. Maintain accurate records and update order statuses throughout the fulfillment process. Identify and resolve order discrepancies or delays. Purchasing & Vendor Coordination Create and manage purchase orders for equipment, parts, and supplies. Coordinate purchasing activities with multiple manufacturers and suppliers. Monitor open purchase orders, shipping confirmations, expected delivery dates, and backorders. Follow up with vendors to resolve order discrepancies, delivery issues, and pricing concerns. Maintain accurate product costs, pricing, and purchasing information. Coordinate purchasing to maintain appropriate inventory levels while avoiding unnecessary stock. Inventory Management & Receiving Oversee inventory records and transactions across multiple company locations. Receive incoming merchandise and verify quantities, part numbers, and serial numbers. Maintain accurate inventory records using Zoho Inventory. Coordinate inventory transfers between warehouses and company locations. Monitor inventory levels and identify replenishment needs. Investigate inventory discrepancies and assist with physical inventory counts and reconciliation. Maintain accurate product information, including descriptions, SKUs, costs, and serialized equipment records. Coordinate product returns, warranty exchanges, and manufacturer return authorizations. Invoicing & Accounts Receivable Prepare and issue customer invoices accurately and promptly. Monitor outstanding accounts receivable and follow up with customers regarding overdue payments. Prepare customer statements and payment reminders. Record customer payments and maintain accurate customer account balances. Investigate and resolve billing discrepancies. Manage recurring invoices for software subscriptions, data plans, service agreements, and other renewable products. Maintain accurate subscription records and ensure renewals are invoiced in a timely manner. Coordinate with management and accounting personnel regarding receivables and other financial matters. Office Administration Maintain organized electronic records of customer transactions, purchases, inventory, and billing. Perform administrative tasks using Zoho Books, Zoho Inventory, spreadsheets, and other business applications. Communicate professionally with customers, vendors, and coworkers by telephone and email. Assist management with reports, op…

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