Accounting Operations & Procurement Coordinator

About the Role

We are seeking a highly organized, analytical, and detail-oriented Accounting Operations & Procurement Coordinator to support the operational needs of our Accounting Department, with a primary focus on purchasing and procurement. This role is ideal for someone who takes ownership, communicates proactively, solves problems, and follows responsibilities through completion.

Responsibilities

• Purchasing & Procurement:
  • Manage day-to-day purchasing and procurement activities to ensure inventory availability and operational continuity.
  • Prepare, submit, and manage purchase orders within the ERP system.
  • Monitor purchase orders throughout the procurement lifecycle, ensuring statuses, ETAs, expected ship dates, production timelines, and delivery dates remain accurate.
  • Build and maintain strong relationships with manufacturers and vendors while proactively managing production schedules, shipping updates, and order status.
  • Assist with vendor negotiations, including pricing, freight terms, lead times, minimum order quantities (MOQs), purchasing agreements, and cost-saving opportunities.
  • Analyze purchasing trends, supplier performance, inventory levels, and procurement metrics to improve purchasing efficiency and support inventory planning.
  • Support strategic sourcing, purchasing initiatives, inventory forecasting, and cost analysis through reporting and data analysis.
  • Communicate backorders, delays, discontinued products, and inventory concerns while helping identify alternative sourcing solutions.
  • Coordinate domestic and international inbound shipments to ensure warehouse leadership is prepared for receiving inventory and all shipping milestones are communicated proactively.
  • Maintain accurate purchasing documentation, vendor records, contracts, purchase orders, receipts, invoice reconciliation, and procurement records.
• Import Logistics & Shipment Coordination:
  • Coordinate international and domestic shipments with manufacturers, freight forwarders, customs brokers, and transportation providers.
  • Monitor shipments from origin through final delivery while proactively communicating shipment updates, delays, and exceptions.
  • Coordinate customs clearance activities by working with customs brokers to ensure shipments clear customs efficiently.
  • Review and maintain import documentation, including commercial invoices, packing lists, bills of lading, customs documentation, and CBP Form 7501s.
  • Reconcile freight invoices, customs duties, brokerage charges, and shipment documentation to ensure accuracy.
  • Track freight costs, duties, tariffs, and landed costs to support accurate inventory costing and financial reporting.
  • Coordinate warehouse delivery appointments and receiving schedules for inbound inventory.
  • Maintain organized shipment documentation and ensure compliance with company policies and import regulations.
• Product Data & SKU Management:
  • Create and maintain SKU records within the ERP system.
  • Set up new products, including vendor information, costs, pricing, UPCs, dimensions, purchasing information, inventory settings, and product attributes.
  • Maintain and audit product master data to ensure accuracy across ERP, eCommerce platforms, and related systems.
  • Collaborate with Marketing, Purchasing, Warehouse, Sales, and Product teams to maintain accurate product information.
  • Support new product launches, discontinued products, replacement SKUs, product transitions, and ongoing product audits.
• Order Verification (OVD), Fraud Prevention & Chargebacks:
  • Review and investigate high-risk orders through Order Verification (OVD) processes before shipment.
  • Analyze fraud indicators, payment processors, customer history, order patterns, IP information, shipping information, and fraud prevention tools.
  • Contact customers when additional verification is required to validate orders and reduce fraudulent transactions.
  • Make informed approval, hold, or cancellation decisions based on fraud risk while balancing customer experience and business protection.
  • Investigate customer chargebacks from initial dispute through final resolution.
  • Gather and submit supporting documentation, including invoices, proof of delivery, GPS delivery information, order verification records, customer correspondence, and transaction history.
  • Collaborate with merchant processors and fraud prevention partners to resolve disputes and strengthen fraud prevention processes.
  • Monitor fraud and chargeback trends, identify root causes, and recommend operational improvements to reduce future losses.
  • Maintain accurate documentation of fraud investigations, order verification activities, and chargeback outcomes.
  • Develop and improve fraud prevention procedures, verification standards, and internal controls that minimize financial risk while maintaining an exceptional customer experience.
• Freight Claims & Carrier Reconciliation:
  • Manage freight damage and loss claims with UPS, LTL carriers, and other transportation partners.
  • Prepare and submit claim documentation, monitor claims through resolution, and reconcile reimbursements.
  • Submit loss tracers for missing shipments and maintain organized claim documentation.
  • Track carrier performance, claim recovery metrics, reimbursement trends, and recommend operational improvements to reduce shipping losses.
• Accounting Operations:
  • Support daily accounting operations, reconciliations, and transaction processing within the ERP system.
  • Assist with month-end, quarter-end, and year-end close processes.
  • Prepare supporting schedules, reconciliations, and audit documentation.
  • Assist with financial reporting, account research, and accounting projects.
  • Maintain accurate accounting records and supporting documentation.
• Financial Analysis & Reporting:
  • Prepare recurring financial and operational reports, dashboards, KPIs, and ad hoc reporting using ERP systems and Microsoft Excel.
  • Analyze purchasing, operational, inventory, freight, and financial data to identify trends, discrepancies, and opportunities for improvement.
  • Assist leadership by providing reporting and insights that support business decisions.
• Operational Support:
  • Identify opportunities to improve accounting, purchasing, procurement, and operational processes.
  • Strengthen internal controls through documentation, standardization, and continuous improvement initiatives.
  • Assist with reporting requests, special projects, business analysis, and cross-functional initiatives.
  • Maintain departmental procedures, documentation, and workflows.
• Cross-Training & Department Support:
  • Cross-train within the Accounting Department to provide backup support for Accounts Payable, Accounts Receivable, customer refunds, financial reconciliations, Amazon order processing, and other accounting functions.
  • Collaborate across departments to ensure business continuity and operational efficiency.

Requirements

• Associate's or Bachelor's degree in Accounting, Finance, Business Administration, Supply Chain, Operations Management, or a related field preferred (or equivalent experience).
• 2+ years of experience in purchasing, procurement, accounting, finance, supply chain, business operations, or a related role.
• Experience working with ERP systems.
• Experience coordinating international purchasing and import logistics.
• Familiarity with customs documentation, CBP Form 7501s, freight forwarding, customs brokerage, and landed cost reconciliation.
• Experience with eCommerce, inventory management, and purchasing systems.
• Experience working with parcel, LTL, ocean, or air freight carriers.
• Intermediate to advanced Microsoft Excel skills, including Pivot Tables, XLOOKUP/VLOOKUP, formulas, filtering, and data analysis.
• Strong analytical, investigative, and problem-solving abilities.
• Excellent organizational skills with exceptional attention to detail.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities while maintaining accuracy.
• Ability to work independently while collaborating across multiple departments.
• High level of professionalism and confidentiality.

Benefits

• Modern office environment.
• Comprehensive health and dental insurance.
• 401(k) with company match.
• Paid vacation, sick time, and company holidays.
• Fully stocked kitchen with complimentary coffee, beverages, and snacks.
• DoorDash DashPass membership.
• Employee discounts on espresso machines, coffee, and accessories.
• Career growth opportunities within a rapidly expanding company.
• Hands-on exposure to premium espresso equipment and the specialty coffee industry.
• Collaborative, supportive team environment focused on continuous learning and professional development.