What are the responsibilities and job description for the Accounting and Administrative Coordinator position at Omniwell labs?
About the Position
Omniwell Labs is looking for an organized, dependable, and detail oriented Accounting and Administrative Coordinator to help manage the administrative side of our manufacturing operation.
This is a hands on position for someone who is comfortable wearing several related hats. The primary focus will be customer order administration, invoicing, accounts receivable, accounts payable, payroll support, shipping documentation, and maintaining accurate company records.
We are a small manufacturing company, so we need someone who takes ownership of their responsibilities, follows through without constant supervision, and is comfortable helping create better systems where needed.
This is not a traditional receptionist position. We are looking for someone who will become a key part of the day to day operation of the business.
Primary Responsibilities
Accounting and Billing
- Prepare and send customer invoices using QuickBooks
- Maintain accounts receivable and follow up on outstanding balances
- Track customer deposits and final payments
- Process accounts payable and organize vendor invoices
- Coordinate vendor payments
- Assist with payroll processing
- Maintain accurate accounting related records for review by the company accountant
Customer Order Administration
- Receive and organize customer purchase orders
- Create and maintain sales order information
- Maintain customer account, billing, and shipping information
- Track orders from receipt through completion and final payment
- Make sure completed orders are invoiced promptly
- Maintain accurate open order records
Shipping Administration
- Maintain customer shipping requirements and ship to information
- Assist with freight scheduling and carrier coordination
- Prepare or assist with Bills of Lading and shipping paperwork
- Maintain organized shipping records
- Work with Production and Operations to ensure completed orders are ready for shipment
Administrative and Document Support
- Maintain organized electronic company records
- Assist with document control and file organization
- Maintain shared company files in Google Drive
- Take accurate meeting notes when needed
- Help organize historical customer, production, shipping, and administrative information
- Support management with routine administrative projects and reporting
What We Are Looking For
- Experience with QuickBooks
- Experience with accounts receivable and accounts payable
- Strong organizational skills
- Excellent attention to detail
- Comfortable working with spreadsheets and Google Workspace
- Strong written and verbal communication skills
- Ability to manage several responsibilities without losing track of priorities
- Reliable attendance and consistent follow through
- Ability to work independently and take ownership of assigned responsibilities
- Comfortable working in a small company where processes are continuing to improve
Preferred Experience
- Previous experience in a manufacturing environment
- Payroll experience
- Experience coordinating freight or shipping documentation
- Experience maintaining customer and vendor records
- Experience with document control or administrative recordkeeping
What Success Looks Like
The right person for this position will make sure customer orders are properly documented, invoices go out on time, receivables are followed up on, vendors are paid accurately, payroll information is handled correctly, shipping paperwork is organized, and important company information is easy to find.
We are looking for someone who sees something that needs to be done and takes responsibility for getting it finished.
About Omniwell Labs
Omniwell Labs is a contract manufacturer producing a variety of specialty consumer and animal health products. We are currently strengthening our internal systems and building a more structured organization as we prepare for future growth.
This is an opportunity to join a small team where your work will have a direct impact on how the company operates.
Pay: $18.00 - $22.00 per hour
Work Location: In person
Salary : $18 - $22