What are the responsibilities and job description for the Office Manager/Bookkeeper position at Quick Fill LLC?
About Us
Quick Fill is a growing, community-focused convenience and fuel brand with multiple locations across Mississippi. We take pride in providing great service, quality products, and clean, well-managed stores. We’re seeking an organized, detail-oriented Bookkeeper & Accounting Coordinator to join our management team and support financial operations across all Quick Fill locations.
Position Overview
The Bookkeeper & Accounting Coordinator is responsible for maintaining accurate financial records, performing account reconciliations, and managing day-to-day accounting activities for each Quick Fill store. This role will ensure all store revenues, deposits, expenses, and vendor accounts are properly recorded and balanced monthly.
Key Responsibilities
- Maintain daily, weekly, and monthly accounting records for each Quick Fill location
- Reconcile bank accounts, fuel sales, credit-card deposits, lottery, and vendor payments across all stores
- Record and track sales reports, invoices, purchase orders, and expense receipts
- Manage accounts payable and receivable, ensuring timely vendor payments and accurate billing
- Maintain and reconcile inventory and fuel purchase ledgers with store managers
- Prepare and review monthly profit & loss statements for each store location
- Coordinate with store managers to verify deposits, payouts, and daily cash reports
- Support monthly and quarterly management reports for ownership
- Assist with payroll entries, 1099 records, and year-end tax preparation
- Monitor compliance with accounting policies and company procedures
- Communicate regularly with owners and management on cash flow and financial performance
- Recommend process improvements to strengthen accuracy and efficiency in financial operations
Qualifications
- 2 years of bookkeeping or accounting experience (retail, fuel, or hospitality experience preferred)
- Strong proficiency in QuickBooks, Excel (or Apple Numbers), and cloud-based accounting tools
- Familiarity with POS and back-office reporting systems used in convenience store or gas-station settings
- Understanding of multi-location reconciliations and sales audit procedures
- Excellent attention to detail and organization skills
- Ability to handle confidential financial data with integrity
- Strong communication skills for working with store managers and vendors
- Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred
Schedule & Compensation
- Full-time: Monday through Friday
- Flexible hours with occasional weekend deadlines (month-end close)
- Competitive pay based on experience
- Growth opportunities with expanding company
Why Join Quick Fill
- Family-oriented company culture built on trust, teamwork, and accountability
- Growing Mississippi-based brand with advancement potential
- Exposure to multi-unit retail management and operations
- Supportive leadership team invested in long-term success
Job Type: Full-time
Projected Total Compensation: $38,000.00 - $48,000.00 per year
Benefits:
- Flexible schedule
Work Location: In person
Salary : $38,000 - $48,000