Accounting Team & Support Admin

Description:

The Accounting Team & Support Admin is a cross-functional role that directly supports the accounting team while also managing a wide range of administrative and customer support responsibilities.

This role is responsible for processing RMAs, generating return labels, submitting customer orders, assisting with accounting-related tasks such as reconciliations and AP/AR support, and managing freight-related issues including submitting and managing damage claims and loss tracers.

The ideal candidate is reliable, detail-oriented, highly organized, and capable of balancing financial accuracy with a high level of customer service in a fast-paced environment.

Requirements:

Qualifications:

• 2+ years in customer service, accounting support, order processing, or logistics support
• Experience with AP/AR, reconciliations, or accounting processes preferred
• Excellent communication skills (verbal and written)
• Strong organizational skills with the ability to multitask and prioritize effectively
• Proficiency in order management and CRM tools (e.g., Shopify, HubSpot)
• Comfortable handling phone-based communication and providing real-time updates
• Detail-oriented with strong problem-solving capabilities
• Positive, team-oriented mindset with a customer-first approach

Responsibilities:

Accounting & Financial Support

• Assist the accounting team with daily operations, including accounts payable (AP) and accounts receivable (AR) tasks
• Assist the accounting team with daily and weekly Amazon orders
• Submit data and information for manufacturer billbacks
• Support reconciliations and ensure accuracy across financial records and transactions
• Provide checks and balances on orders, credits, and returns to ensure proper financial alignment
• Collaborate with accounting on discrepancies, reporting, and process improvements

Admin & Operational Support

• Create and manage RMAs (Return Merchandise Authorizations) for authorized returns
• Generate and email return shipping labels to customers
• Set up and process new customer orders as needed
• Submit orders to DSV for drop shipments
• Submit marketing team studio orders
• Support food program inventory and ordering
• Assist purchasing with order coordination, tracking, and follow-ups

Freight Claims & Loss Resolution

• Review cases of damaged items and determine next steps, including freight claim submission
• Submit and manage loss tracers or claims with shipping carriers for missing packages
• Track all claims through to resolution and maintain proper documentation
• Communicate clearly with customers and internal teams throughout the resolution process

Support Call Handling

• Answer inbound support calls transferred from the Sales Team (non-sales related inquiries such as order status, returns, and general support)
• Respond to calls from the Ajax warehouse team to reconcile receiving discrepancies
• Communicate with carriers (UPS/USPS) to verify and document freight damage cases
• Assist with general phone coverage during high-volume periods, including holidays and Q4

Reporting & Documentation

• Maintain accurate records in CRM and ERP systems for all cases (returns, damages, losses, and claims)
• Run and present daily/weekly reports outlining key metrics and statuses
• Identify trends and collaborate with cross-functional teams to improve processes and prevent recurring issues

Why You’ll Love Working Here:

Compensation & Benefits

• Competitive hourly pay
• Health and dental insurance plans
• 401(k) with company contributions
• Generous paid time off including vacation, sick time, and holidays

Workplace Perks

• Fully stocked kitchen
• Endless coffee, lattes, and cappuccinos
• Monthly DoorDash pass
• Hands-on access to high-end espresso machines and premium coffee gear