Operations / AP Coordinator

Role Summary

• Department: Operations / Kitchen & Bath
• Reports To: Regional Manager – Cabinets & Countertops & Operations Manager
• Schedule: Full-Time, 40 Hours/Week — 9-5 EST
• Position Type: Remote

We are seeking a highly organized, detail-oriented Parts Help Desk, Job Cost & AP Coordinator to support our Kitchen & Bath operations. This position combines three critical areas of responsibility: Parts Help Desk, Company-Wide Job Cost Analysis, and Accounts Payable Data Entry for Kitchen & Bath sales.

The successful candidate will work closely with both the Regional Manager for Cabinets & Countertops and the Operations Manager , ensuring that parts are properly coordinated, job costs are accurately reviewed, and invoices and purchase orders are processed efficiently.

This role is ideal for someone who is highly process-driven, organized, computer proficient, and comfortable communicating with suppliers and internal teams in English.

Responsibilities

1. Parts Help Desk – Kitchen & Bath

• Respond to parts-related requests from showrooms as needed.
• Order replacement parts from suppliers when informed of damaged or missing items.
• Communicate with suppliers primarily through email.
• Track parts orders from placement through delivery.
• Monitor order status, backorders, and estimated delivery dates.
• Provide showrooms with timely updates regarding ETAs and backorders.
• Follow up with suppliers when orders are delayed or require clarification.
• Maintain accurate records of parts requests and order status.
• Ensure outstanding parts issues are followed through to resolution.

Supervisor: Kitchen & Bath Director

1. Job Cost Analysis – Entire Company

• Perform job cost review and analysis on a daily basis.
• Review approximately 40–50 transactions per day that are ready to be job costed.
• Verify that transactions are properly entered and accurately associated with the appropriate jobs.
• Identify errors, missing information, discrepancies, or other issues preventing a ticket from being closed.
• Communicate with showrooms to clarify and resolve job-costing issues.
• Follow established processes to ensure jobs are accurately and completely costed.
• Monitor unresolved issues and follow up until they are corrected.
• Maintain a high level of accuracy when reviewing financial and operational information.

Supervisor: Operations Manager

1. AP Data Entry – Kitchen & Bath

• Receive and process Kitchen & Bath invoices.
• Review invoices against purchase orders and related documentation.
• Identify discrepancies or irregularities between POs, invoices, and orders.
• Investigate potential backorders associated with PO or invoice irregularities.
• Enter and voucher invoices accurately and in a timely manner.
• Create necessary backorders when required.
• Create corresponding Purchase Orders for backordered items.
• Ensure AP records are complete, accurate, and properly documented.
• Follow up on discrepancies and missing information with the appropriate teams or suppliers.

Required Qualifications & Skills

• Strong written and verbal English communication skills.
• Excellent attention to detail and accuracy.
• Highly organized and process-driven.
• Strong follow-up and task-management skills.
• Good computer and data-entry skills.
• Comfortable working with multiple systems and software platforms.
• Ability to navigate supplier extranets and online supplier portals.
• Ability to communicate professionally with suppliers through email.
• Strong analytical and problem-solving skills.
• Ability to manage multiple priorities while meeting daily deadlines.
• Comfortable working independently while coordinating with multiple supervisors.
• Previous experience in Accounts Payable, job costing, purchasing, order management, construction, kitchen & bath, cabinetry, countertops, or a related field is preferred.
• This is a full-time, 40-hour-per-week position . The selected candidate must be available to work according to the company's required schedule and maintain consistent availability throughout those hours.

About the Company

We are developing a next-generation SaaS platform for the food and retail sector empowering restaurants, convenience stores, and SMEs to build their own branded ordering apps, websites, and digital experiences.

Our mission is simple: help local businesses own their brand, their customers, and their growth without relying on expensive, restrictive third-party platforms. Think Shopify for food & retail scalable, affordable, and built for growth.

Full ownership of growth & product strategy

Competitive salary + performance-based incentives

Remote-first role, with exposure to UK/EU/US markets

Opportunity to shape not just one, but multiple SaaS/app launches in the future

Join a team that values independence, innovation, and impact