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About the Role

Visionary Brands is seeking a dependable and highly organized Operations & Administrative Coordinator to support day-to-day business operations, working directly with the CEO. This full-time, in-office role in West Berlin, NJ, combines operational support, bookkeeping, administrative coordination, and event planning. The position offers the opportunity to make a meaningful impact within a close-knit team at an established eCommerce company specializing in aftermarket automotive accessories.

Responsibilities

Coordinate day-to-day office operations, including visitor schedules, company calendars, outgoing mail and checks, and occasional errands
Provide administrative support to leadership by drafting correspondence, proofreading documents, and preparing meeting materials
Coordinate the project sprint process in Basecamp, including entering projects, collecting status updates, maintaining completion metrics, and distributing sprint status confirmations
Attend meetings, take minutes, and distribute recaps with action items
Order and maintain office supplies, snacks, and refreshments
Enter daily sales summaries from each sales platform into QuickBooks Enterprise
Manage weekly accounts payable, including ACH payments and check preparation for multiple business entities
Review employee time records, prepare payroll information, and coordinate bi-weekly payroll processing
Download and organize sales tax reports, filings, and supporting documentation
Scan and digitize printed receipts, including those for affiliated rental businesses
Maintain the company's digital filing system, ensuring records are accurate, organized, and easy to find
Coordinate inbound international shipments with the customs broker, tracking delivery dates and maintaining shipment records
Assist with recruiting and onboarding, including job postings, interview scheduling, reference checks, and new hire documentation
Prepare and finalize HR documentation, including performance reviews, employment letters, policy updates, and employee communications
Plan and coordinate company-wide events, handling all vendor coordination, catering, invitations, RSVPs, and logistics
Coordinate employee recognition and milestone celebrations, including birthdays, employment milestones, and baby showers

Requirements

3+ years of experience in office administration, operations coordination, bookkeeping support, executive assistance, or a similar role
Comfortable working in QuickBooks Enterprise Desktop for bookkeeping, accounts payable, and financial recordkeeping
Proficient in Google Workspace (Gmail, Sheets, Docs, Drive, and Calendar)
Excellent organizational skills and follow-through
Strong written communication skills for recaps, correspondence, and employee communications
High level of accuracy with data entry, financial recordkeeping, and digital filing
Self-motivated and dependable, with sound judgment to prioritize competing deadlines, work independently, and know when to seek guidance
Genuine enthusiasm for planning events and creating a positive employee experience
Ability to handle confidential financial and employee information with discretion
Experience organizing events, celebrations, or group activities
Experience with Basecamp or similar project management software
Experience using AI tools to enhance productivity, with critical thinking and fact-checking to ensure accuracy
Comfortable creating simple flyers, invitations, or presentations in Canva or similar tools
Must be able to pass pre-employment testing, including a background check and drug screening

Skills

QuickBooks Enterprise Desktop
Google Workspace
Organizational skills
Written communication
Data entry
Financial recordkeeping
Digital filing
Event planning
Project management software
AI tools
Canva

Location

West Berlin, NJ

Work Type

Full-time
On-site

Experience Level

3+ years of experience

Benefits

Paid Time Off after 60 days (includes vacation, sick time, and holidays)
Medical, Dental, Vision, and Life Insurance after 60 days
401(k) Plan with Safe Harbor Match (100% of the first 3% of salary deferral plus 50% of the next 2%)

About the Company

Visionary Brands is a family-owned eCommerce company specializing in aftermarket automotive accessories with over 20 years in business.
The company supports several well-known automotive brands, including LEDGlow, GlowShift, and MaxTow.
This is an opportunity to work with an established, innovative automotive company that values teamwork, creativity, and the contributions of every employee.
As a growing eCommerce business, we offer a fast-paced environment where employees play an important role in the success of our brands and customer experience.

Equal Opportunity

Visionary Brands, Inc. is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, or any other characteristic protected by law.