Accounting Operations & Procurement Coordinator

Whole Latte Love•Town of Henrietta, NY

just now•$74,000 - $82,000•Onsite

About The Position

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. The majority of this role will be dedicated to managing purchasing activities, coordinating with manufacturers, vendors, freight partners, and customs brokers, overseeing purchase orders, maintaining accurate purchasing information within our ERP system, and supporting inventory planning and procurement strategy. This position also supports accounting operations, product master data management, import logistics, financial reporting, freight claims, order verification (OVD), fraud prevention, chargebacks, reconciliations, and cross-functional initiatives. This role is ideal for someone who takes ownership, communicates proactively, solves problems, and follows responsibilities through completion.

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.

Responsibilities

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.
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.
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.
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.
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.
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.
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.
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-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.