Inventory, Billing, and Office Coordinator

1 week ago

los angeles, United States Broken English Jewelry Full time

Broken English Jewelry is seeking a full-time Inventory, Billing and Office Coordinator to join our team at our offices in Los Angeles


Objective

The ideal candidate is a reliable professional with excellent record-keeping abilities and a great attention to detail. This person is skilled in problem solving and possesses the ability to work independently and collaboratively in a fast-paced environment. They should be able to effectively manage and streamline inventory processes while ensuring accurate and timely billing procedures, contributing to the overall efficiency of the organization.


Overview


Inventory

  • Accurately checking in incoming shipments, verifying contents against memos, and inputting said inventory into the POS system.
  • Removing inventory from systems and packing and shipping requested inventory returns as well as, packing and shipping of inventory to store locations.
  • Maintaining detailed records of inventory coming and going and keeping Ecommerce manager in the know.
  • Devise ways to optimize inventory control procedures.
  • Ensure product stock is adequate for all distribution channels and can cover direct demand from customers.
  • Use software to monitor demand and document characteristics of inventory.
  • Place orders to replenish stock avoiding insufficiencies or excessive surplus.
  • Evaluate suppliers to achieve cost-effective deals and maintain trust relationships.
  • Complete vendor price, name, and SKU updates in POS system as well as on the website.
  • Work with vendors to reconcile inventory discrepancies.
  • Send monthly inventory reports to ensure company is current with all vendors.
  • Pull correct sizing for all jewelry to add to the description during the upload process and reconcile any discrepancies.
  • Responsible for requesting new product images from designers and getting to web management team in a timely manner.
  • Collaborate with store employees and other staff to ensure inventory related business goals are met.
  • Report to CEO and General Manager on stock levels, issues, etc.
  • Manage and maintain vendor relationship while promptly and effectively resolving inventory related issues.
  • Review monthly inventory levels to facilitate replenishments.


Billing & AP

  • Verify billing data to ensure accuracy and completeness.
  • Monitor vendor accounts and follow up on items that have not been invoiced.
  • Address billing inquiries and resolve discrepancies in a professional and timely manner.
  • Keep proper documentation of invoice numbers, check numbers, and payment dates.
  • Serve as a primary point of contact for billing-related inquiries.
  • Communicate effectively with vendors regarding billing matters, resolving issues promptly and courteously.
  • Maintain detailed records of incoming and outgoing payments.
  • Coordinate weekly AP for bookkeeper and prepare weekly AP package upon delivery.


Other

  • Manage and maintain strong vendor relationships to ensure satisfaction and retention.
  • Work with General Manager to put together office payroll and oversee employee hours.
  • Work with General Manager to go over store payroll and staff commission reports and alert staff of any errors and corrections that need to be made.
  • Onboard new vendors and work as main point of contact.
  • Ensure new vendors sign consignment agreement and give the company clear pricing to ensure there is no room for future confusion.
  • Work with General Manager to keep running Password & Credentials sheet up to date.
  • Monitor and manage office and store supply management, placing necessary orders as needed.
  • Inspect the levels of business supplies and raw material to identify shortages.
  • Run quarterly PCI compliance report for store locations; run yearly PCI compliance report for the company website and work ensure full compliance on the website with all laws and regulations.
  • Run monthly ADA compliance report and save report for company records.
  • Work with General Manager to organize all trade show accommodations and work-related travel.
  • Assist CEO with general day-to-day needs.
  • Oversee all onboarding and offboarding of employees.
  • Oversee day to day office operations.



PROFESSIONAL QUALIFICATIONS

  • Bachelor’s degree in supply chain management, logistics, business administration, or a related field is preferred.
  • 3-5 years of experience in retail, fine jewelry, or commerce.
  • Proven experience as inventory manager or similar position.
  • Working knowledge of Lightspeed POS inventory management software and Shopify.
  • Ability to accurately track inventory and create reports.
  • A minimum of 3 years of experience with billing, accounting, finance, budgeting, financial analysis or in related field required.
  • Excellent organizational and planning skills with an analytical mind and strong math skills.
  • Outstanding communication and interpersonal abilities.
  • Thrives in a fast-paced environment and able to prioritize and oversee multiple projects at once.
  • Possess strong attention to detail, and the ability to work under and meet tight deadlines.
  • Excellent knowledge of data analysis and forecasting methods is a plus.
  • Demonstrates a willingness to take on new tasks with a general attitude that not task is too small, impossible, or cannot be improved.


Location: In Office – Offices are based in the La Brea/Greater Wilshire neighborhood in Los Angeles, California. Must have the ability to commute to the office.

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