Order Processing & Accounts Coordinator

Hellas Bakery & Pita • Tarpon Springs, FL

8h • Onsite

About The Position

We are seeking a highly organized, detail-oriented professional to support our sales operations, customer accounts, and assist accounting by entering bills. This is a cross-functional role that works closely with Sales, Production, and Accounting to ensure orders are processed accurately, customers are supported professionally, and financial records remain organized and up to date. This role plays a key part in managing the full lifecycle of customer orders—from entry through invoicing and payment follow-up—while maintaining strong communication with both internal teams and external vendors.

Who We Are: Hellas Bakery & Pita is a family-owned and operated landmark located in the heart of Tarpon Springs, Florida. For over 50 years, we’ve proudly served authentic Greek pastries, breads, and meals to locals and visitors alike. Our team is passionate about hospitality, tradition, and delivering top-quality food and service. At Hellas, we foster a warm, team-oriented environment where both our guests and employees feel like family.

Requirements

• Strong communication skills with the ability to professionally interact with customers, vendors, and internal teams
• High attention to detail with a focus on accuracy in order entry, billing, and documentation
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment
• Problem-solving mindset with the ability to identify and resolve discrepancies proactively
• Strong organizational skills and ability to maintain structured systems and records
• 2+ years of experience in a role involving order processing, customer accounts, accounting support, or similar functions
• Hands-on experience with QuickBooks Enterprise required
• Working knowledge of Accounts Receivable and/or Accounts Payable processes
• Proficiency in Microsoft Office (Excel, Word, Outlook)

Nice To Haves

• Experience working in food production, manufacturing, or distribution environments
• Background supporting both sales and accounting functions
• Greek language skills strongly preferred

Responsibilities

• Enter and manage customer sales orders within QuickBooks Enterprise from receipt through fulfillment
• Coordinate with Production to align order timing, product availability, and shipping schedules
• Prepare and manage shipping documentation, including BOLs and order confirmations
• Communicate proactively with customers and vendors regarding order status, changes, and delivery timelines
• Ensure accurate invoicing and timely submission through customer portals or preferred methods
• Serve as a primary point of contact for customer and vendor inquiries related to orders, billing, and account status
• Maintain strong, professional relationships with wholesale customers and distribution partners
• Monitor outstanding balances and assist with follow-up on past due accounts
• Resolve discrepancies related to orders, invoices, or payments in collaboration with internal teams
• Enter vendor bills and match to purchase orders
• Assist with maintaining accurate Accounts Receivable (AR) and Accounts Payable (AP) records as needed.
• Act as a part of reception by answering calls, taking messages, and greeting walk-in customers.
• Organize and maintain customer, vendor, and financial documentation
• Support the Bookkeeper with account reconciliation preparation and reporting needs
• Assist with general office operations, documentation, and administrative tasks as needed

Benefits

• Health insurance with a large employer contribution (FT)
• Vision, dental, life, Short Term and Long-Term disability and accident insurance also available
• Pet insurance and Pet discount programs (FT and PT)
• 401(k) Plan
• Opportunities Financial Fitness program to help you stay on top of your financial goals.
• Employee Assistance program to help with work and life issues.
• Growth Opportunities for those who want to further their career.

What This Job Offers

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