Operations & Administrative Coordinator | In-Office

Visionary Brands, Inc. • Berlin Township, NJ

2d • Onsite

About The Position

Visionary Brands is seeking a dependable, highly organized Operations & Administrative Coordinator to support its day-to-day business operations, working directly with the CEO. This is a full-time, in-office position based in West Berlin, NJ, that combines operational support, bookkeeping, administrative coordination, and event planning. The role involves tasks such as entering daily sales, maintaining digital records, coordinating projects in Basecamp, preparing employee documentation, and planning company events. As a small team, the coordinator will have the opportunity to contribute across multiple areas and adapt to evolving business needs. This role is ideal for someone who enjoys bringing order to busy days, values accuracy and organization, and thrives in a collaborative, fast-paced office environment.

Requirements

• 3+ years of experience in office administration, operations coordination, bookkeeping support, executive assistance, or a similar role
• Comfortable working in QuickBooks Enterprise Desktop for bookkeeping, accounts payable, and financial recordkeeping
• Proficient in Google Workspace (Gmail, Sheets, Docs, Drive, and Calendar)
• Excellent organizational skills and follow-through — you keep a lot of moving pieces on track without dropping the ball
• 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 sound judgment to prioritize competing deadlines, work independently, and know when to seek guidance
• Genuine enthusiasm for planning events and creating a positive employee experience
• Ability to handle confidential financial and employee information with discretion
• Must be able to pass pre-employment testing, including a background check and drug screening.

Nice To Haves

• Experience organizing events, celebrations, or group activities — through work, volunteering, or personal life. We're looking for someone who enjoys planning, sweats the details, and takes pride in creating memorable experiences
• Experience with Basecamp or similar project management software
• Experience using AI tools to enhance productivity, with the critical thinking and fact-checking to ensure accuracy
• Comfortable creating simple flyers, invitations, or presentations in Canva or similar tools

Responsibilities

• Coordinate day-to-day office operations, including visitor schedules, company calendars, outgoing mail and checks, and occasional errands
• 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
• 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 inbound international shipments with our customs broker, tracking delivery dates and maintaining shipment records
• 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

Benefits

• Paid Time Off after 60 days (includes vacation, sick time, and holidays)
• Medical, Dental, Vision, and Life Insurance after 60 days
• 401(k) Plan with Safe Harbor Match (100% of the first 3% of salary deferral Plus 50% of the next 2%)

What This Job Offers

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