Accounting & Office Operations Coordinator

Deneen Pottery • Saint Paul, MN

6h • Onsite

About The Position

Deneen Pottery is a family-owned pottery company in St. Paul, Minnesota, with over 50 years of experience making custom, handmade stoneware mugs. This role is in the finance and front office area, focusing on organization, accuracy, and support. The Accounting & Office Operations Coordinator will own recurring finance, purchasing, reporting, and office coordination tasks with accuracy and dependability. This is a trust-based support role that assists the CFO, leadership team, department leads, customers, vendors, and office staff by ensuring important work is completed and nothing slips through the cracks. The ideal candidate will enjoy details, routine, follow-through, and helping others.

Requirements

• Accuracy and dependability in finance, purchasing, reporting, and office coordination tasks.
• Enjoyment of details, routine, and follow-through.
• Ability to help others by keeping important work organized and preventing issues from being missed.

Responsibilities

• Process credit cards and deposits accurately.
• Forward necessary documents to customers.
• Communicate with customers who have account questions or issues.
• Reconcile sales tax for Minnesota, Texas, Washington, and California customers.
• Process customer credits.
• Ensure invoices are exported from FileMaker into QuickBooks.
• Confirm QuickBooks and FileMaker are updated daily.
• Follow standard work for collection activities.
• Document customer conversations and email communication related to collections.
• Download weekly reports and help ensure past-due accounts are addressed.
• Communicate collection issues clearly, professionally, and promptly.
• Maintain the Kanban ordering system.
• Order products in a timely manner.
• Review open purchase orders when products are late or receiving issues occur.
• Routinely discuss product levels and supply issues with department leads.
• Add or update vendor information as needed.
• Work with shipping to coordinate cycle counts and inventory levels.
• Maintain the filing system for invoice backup and vendor contracts.
• Coordinate with outside AP support for data entry and credit card purchases.
• Reconcile vendor statements.
• Process weekly checks.
• Use Excel to provide detailed analysis for sales and production metrics.
• Review customer and inventory trends that can improve profitability and service.
• Maintain daily, weekly, monthly, and metric reporting as assigned.
• Help ensure reports are accurate, useful, and delivered on time.
• Support front office organization and communication.
• Assist with office projects as assigned by the CFO or leadership team.
• Coordinate cleaning company activities for offices and staff lunchrooms.
• Communicate cleaning needs, schedule changes, supply concerns, and follow-up items.
• Help ensure shared office and staff spaces are clean, stocked, and cared for.
• Assist the CFO and HR Generalist with special projects within the office.
• Support company efforts and requests as directed by the lead.
• Help improve simple processes, checklists, and follow-up systems.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed