Accounting Team & Support Admin

Whole Latte Love•Town of Henrietta, NY

About The Position

The Accounting Team & Support Admin is a cross-functional role that directly supports the accounting team while also managing a wide range of administrative and customer support responsibilities. This role is responsible for processing RMAs, generating return labels, submitting customer orders, assisting with accounting-related tasks such as reconciliations and AP/AR support, and managing freight-related issues including submitting and managing damage claims and loss tracers. The ideal candidate is reliable, detail-oriented, highly organized, and capable of balancing financial accuracy with a high level of customer service in a fast-paced environment.

Requirements

2+ years in customer service, accounting support, order processing, or logistics support
Experience with AP/AR, reconciliations, or accounting processes preferred
Excellent communication skills (verbal and written)
Strong organizational skills with the ability to multitask and prioritize effectively
Proficiency in order management and CRM tools (e.g., Shopify, HubSpot)
Comfortable handling phone-based communication and providing real-time updates
Detail-oriented with strong problem-solving capabilities
Positive, team-oriented mindset with a customer-first approach

Nice To Haves

Experience with AP/AR, reconciliations, or accounting processes preferred

Responsibilities

Assist the accounting team with daily operations, including accounts payable (AP) and accounts receivable (AR) tasks
Assist the accounting team with daily and weekly Amazon orders
Submit data and information for manufacturer billbacks
Support reconciliations and ensure accuracy across financial records and transactions
Provide checks and balances on orders, credits, and returns to ensure proper financial alignment
Collaborate with accounting on discrepancies, reporting, and process improvements
Create and manage RMAs (Return Merchandise Authorizations) for authorized returns
Generate and email return shipping labels to customers
Set up and process new customer orders as needed
Submit orders to DSV for drop shipments
Submit marketing team studio orders
Support food program inventory and ordering
Assist purchasing with order coordination, tracking, and follow-ups
Review cases of damaged items and determine next steps, including freight claim submission
Submit and manage loss tracers or claims with shipping carriers for missing packages
Track all claims through to resolution and maintain proper documentation
Communicate clearly with customers and internal teams throughout the resolution process
Answer inbound support calls transferred from the Sales Team (non-sales related inquiries such as order status, returns, and general support)
Respond to calls from the Ajax warehouse team to reconcile receiving discrepancies
Communicate with carriers (UPS/USPS) to verify and document freight damage cases
Assist with general phone coverage during high-volume periods, including holidays and Q4
Maintain accurate records in CRM and ERP systems for all cases (returns, damages, losses, and claims)
Run and present daily/weekly reports outlining key metrics and statuses
Identify trends and collaborate with cross-functional teams to improve processes and prevent recurring issues