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About the Role

This role oversees inventory management, purchasing operations, order processing, and full-cycle accounts receivable and payable using QuickBooks Enterprise. The coordinator ensures accurate inventory across multiple warehouse locations, supports timely and precise customer order fulfillment, and maintains healthy cash flow through disciplined AR/AP and reporting practices. The position is ideal for a detail-oriented professional with strong analytical skills and experience in warehouse and distribution environments who can optimize processes and support operational efficiency.

Responsibilities

• Manage and maintain inventory across multiple warehouse locations using QuickBooks Enterprise, ensuring accurate item master data, assemblies, and Bills of Materials.
• Oversee inventory tracking, including creation and maintenance of item lists, assemblies, and BOMs for multi-location warehouse operations.
• Perform regular inventory audits and reconcile inventory sub-ledgers against physical warehouse counts to eliminate discrepancies and maintain accurate records.
• Monitor inventory levels and collaborate with operations teams to prevent stockouts while maintaining lean inventory practices.
• Investigate and resolve inventory variances, receiving discrepancies, and fulfillment issues to support smooth warehouse operations.
• Manage the complete purchasing lifecycle within QuickBooks Enterprise, including purchase order creation, item receipt processing, vendor bill matching, and final payment execution.
• Forecast material requirements based on operational demand and production schedules to ensure adequate supply while controlling costs.
• Generate and track purchase orders for packaging materials, corrugate, warehouse supplies, and other critical inventory items.
• Monitor vendor pricing, payment terms, and purchasing trends to support cost control initiatives and maintain strong supplier relationships.
• Enter and manage customer purchase orders accurately within QuickBooks Enterprise, ensuring correct pricing, warehouse routing, fulfillment requirements, and shipping specifications.
• Coordinate order processing activities to support timely and accurate customer deliveries and maintain high levels of customer satisfaction.
• Monitor order fulfillment status, identify issues impacting customer satisfaction, and take corrective action to resolve them promptly.
• Convert completed shipments into customer invoices within QuickBooks Enterprise and ensure accurate and timely invoicing.
• Apply cash receipts, maintain accurate customer account records, and monitor customer payment activity and credit terms.
• Proactively manage collections efforts to minimize aging receivables, improve cash flow, and resolve billing discrepancies through account reconciliation.
• Process vendor invoices and reconcile them to purchase orders and item receipts, performing three-way matching between POs, receipts, and vendor invoices.
• Manage vendor payment schedules to maximize working capital, maintain strong supplier relationships, and support overall cash flow objectives.
• Prepare weekly and bi-weekly check runs and electronic payments, balancing incoming receivables with vendor payment obligations.
• Support comprehensive cash flow forecasting by aligning accounts receivable inflows with accounts payable outflows.
• Utilize QuickBooks Enterprise Advanced Reporting to build and maintain purchase order tracking reports, vendor spend analyses, inventory valuation reports, material forecasting models, and cash flow dashboards.
• Generate actionable insights from advanced reporting to support purchasing, inventory, and financial decision-making for operational and leadership teams.
• Develop customized reports and dashboards to meet specific operational and leadership information needs.
• Audit and reconcile variances between what was ordered via purchase orders, what was received in the warehouse, and what was billed by vendors to ensure data integrity.
• Process incoming customer purchase orders into the fulfillment queue with accurate pricing tiers, routing parameters, and shipping details.
• Convert fulfilled orders into final corporate invoices within QuickBooks Enterprise and manage the full invoicing cycle.
• Support strategic purchasing by forecasting and generating purchase orders for critical materials and supplies, tracking payment terms, and preparing scheduled check runs and electronic bill payments.
• Perform accurate data entry related to order processing, invoicing, accounts payable and receivable, and general bookkeeping activities.

Requirements

• Experience working in warehouse and distribution environments, supporting inventory, purchasing, and fulfillment operations.
• Ability to develop and customize operational and financial reports and dashboards for leadership and operations teams.
• Strong organizational skills and the ability to manage multiple priorities across inventory, purchasing, AR, and AP functions.
• Effective communication skills for collaborating with operations, vendors, and customers.
• Capability and interest in learning new skills, with a track record of quickly mastering new systems or processes.
• Experience with data entry related to accounting, invoicing, AP/AR, and order processing.
• Comfort working in a family-run business environment with a focus on collaboration and knowledge sharing.

Skills

• QuickBooks Enterprise
• Inventory management
• Purchasing
• Accounts receivable
• Accounts payable
• Advanced reporting
• Accounts payable (AP)
• Accounts receivable (AR)
• Invoice processing
• Cash application
• Collections
• Reconciliation
• Bookkeeping
• Accounting
• Data entry
• Order entry
• Warehouse tracking
• Multi-location inventory management
• Item list maintenance
• Assembly builds
• Bills of Materials (BOMs)
• Inventory sub-ledger auditing
• Physical warehouse counts
• Purchasing-to-payable workflow
• Purchase order generation
• Item receipt tracking
• Vendor bill matching
• Payment execution
• QuickBooks Enterprise Advanced Reporting
• Purchase order trackers
• Vendor spend analytics
• Inventory valuation reports
• Material forecasting models
• Material requirement forecasting
• Lean inventory practices
• Discrepancy resolution
• Cash flow management
• Working capital management
• Order entry accuracy
• Order processing accuracy
• Pricing tiers
• Routing parameters
• Shipping specifications
• Invoicing
• AR management
• Customer payment monitoring
• Credit terms management
• Collections management
• Account reconciliation
• Vendor payment cycles
• Warehouse operations
• Distribution environments
• High attention to detail
• Analytical skills
• Process improvement
• Organizational skills
• Communication skills
• Collaboration
• Knowledge sharing
• System mastery
• Process mastery

Location

• Buffalo, NY

Work Type

• Onsite
• Contract to Hire
• Part-time
• Full-time

Experience Level

• Not specified

Education Level

• Not specified

Salary/Compensations

• $24.00 - $26.00/hr

Benefits

• Medical
• Dental
• Vision
• Critical Illness
• Accident
• Hospital
• 401(k) Retirement Plan
• Life Insurance
• Voluntary Life & AD&D
• Short-term disability
• Long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

About the Company

• Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe.
• Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies.
• We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence.
• With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500.
• We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

Equal Opportunity

• The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.
• If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.
• Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.
• It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.
• We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates.
• AI helps assess applications and qualifications, but final decisions are made by our hiring team.
• By applying, you acknowledge and agree that your application may be reviewed using AI tools.