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About the Role
We are seeking a dependable, detail-oriented, and highly organized Operations & Administrative Coordinator to support the daily financial, administrative, and operational functions of our business. This position plays an important role in keeping our office running efficiently, with a strong emphasis on bookkeeping support, financial recordkeeping, office management, and administrative coordination. The ideal candidate takes ownership, thinks through problems, and follows tasks through to completion.
Responsibilities
- Enter daily sales summaries from each of our sales platforms 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, keeping records accurate, organized, and easy to find
- Coordinate day-to-day office operations, including visitor schedules, company calendars, outgoing mail and checks, and occasional errands
- Coordinate inbound international shipments with our customs broker, tracking delivery dates and maintaining shipment records
- Provide administrative support to leadership by drafting correspondence, proofreading documents, and preparing meeting materials
- Coordinate our project sprint process in Basecamp — entering assigned projects, collecting status updates from team members, 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
- Assist with recruiting and onboarding — job postings, interview scheduling, reference checks, and new hire documentation
- Prepare and finalize HR documentation, including performance reviews formatted from manager notes, employment letters, policy updates, and employee communications
- Plan and coordinate company-wide events — including Bring Your Child to Work Day, Employee Appreciation Day, the Holiday Party, and Cyber Monday Meals — 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
- Hands-on experience with accounts payable, financial data entry, invoice processing, and maintaining accurate financial records
- QuickBooks experience required
- 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 demonstrated problem-solving skills
- Able to investigate discrepancies, follow up on missing information, resolve routine issues independently, and recognize when an issue requires leadership’s input
- Ability to handle confidential financial and employee information with discretion
Skills
- QuickBooks Enterprise Desktop strongly preferred
- Experience supporting bookkeeping or administrative functions for multiple business entities
- Experience with Basecamp or similar project management software
- Experience using AI tools to enhance productivity
- Comfortable creating simple flyers, invitations, or presentations in Canva or similar tools
- Experience organizing events or group activities
Location
- West Berlin, NJ
Work Type
- On-site
- Full-time
- 40 hrs/week
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) 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.
- Our close-knit team of approximately 20 employees 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.