Operations & Administrative Coordinator | In-Office

Visionary Brands, Inc. • Berlin Township, NJ

3d • Onsite

About The Position

Visionary Brands is seeking a dependable, detail-oriented, and highly organized Operations & Administrative Coordinator to support daily financial, administrative, and operational functions. The position emphasizes bookkeeping support, financial recordkeeping, office management, and administrative coordination, including sales entry, accounts payable, payroll preparation, business records, office activities, and support for company leadership.

As part of a small, collaborative team, the coordinator also supports HR administration and internal project coordination and owns planning and execution of annual company events and employee milestone celebrations. This includes managing event details, vendors, and logistics. The ideal candidate takes ownership, follows tasks through to completion, establishes consistent routines, anticipates needs, identifies discrepancies or missing information, manages recurring deadlines independently, and brings practical solutions and creativity to the role.

The position is full-time, Monday through Friday, typically 8:00 AM–4:30 PM, with occasional flexibility required for company events. It is on-site in West Berlin, New Jersey, and reports to the CEO, Vice President, and Director of Operations. Offers are contingent on a background check and drug screening conducted in accordance with applicable law.

Requirements

• At least 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.
• Proficiency in Google Workspace, including Gmail, Sheets, Docs, Drive, and Calendar.
• Excellent organizational skills and follow-through, with the ability to keep multiple tasks on track.
• Strong written communication skills for recaps, correspondence, and employee communications.
• High level of accuracy with data entry, financial recordkeeping, and digital filing.
• Self-motivation, dependability, and demonstrated problem-solving skills, including investigating discrepancies, following up on missing information, resolving routine issues independently, and recognizing when leadership input is needed.
• Ability to handle confidential financial and employee information with discretion.

Nice To Haves

• QuickBooks Enterprise Desktop experience is 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, with critical thinking and fact-checking to ensure accuracy.
• Comfort creating simple flyers, invitations, or presentations in Canva or similar tools.
• Experience organizing events or group activities, professionally or personally.

Responsibilities

• Enter daily sales summaries from 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 receipts for affiliated rental businesses.
• Maintain an accurate, organized, and accessible digital filing system.
• Coordinate day-to-day office operations, including visitor schedules, company calendars, outgoing mail and checks, and occasional errands.
• Coordinate inbound international shipments with the customs broker, track delivery dates, and maintain shipment records.
• Support leadership by drafting correspondence, proofreading documents, and preparing meeting materials.
• Coordinate the project sprint process in Basecamp by entering assigned projects, collecting team status updates, 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, including 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; manage vendors, 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, including vacation, sick time, and holidays.
• Medical insurance after 60 days.
• Dental insurance after 60 days.
• Vision insurance after 60 days.
• 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%.

What This Job Offers

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