Receiving, Inventory & AP Coordinator

Location: Laurel Supply / West Hollywood, CA
Department: Operations / Accounting
Reports To: General Manager /Accounting Manager
Position Type: Full-Time, Salary Non-Exempt
Target Offer: $68,000–$70,000 annually, depending on experience

Position Summary

Laurel Supply is seeking a highly organized and detail-oriented Receiving, Inventory & AP Coordinator to support the daily flow of goods, invoices, inventory records, and vendor documentation for our new market.

This role serves as a key bridge between receiving, operations, inventory management, and accounting. The ideal candidate is comfortable working in a fast-paced market environment, understands the importance of accurate receiving and invoice controls, and can help ensure that inventory and AP records are complete, timely, and reliable.

This is a hands-on role that includes receiving support, invoice review, scanning and documentation, AP routing, inventory check-off, data management, and follow-up with managers, vendors, and accounting.

Key Responsibilities

Receiving & Vendor Deliveries

• Support the daily receiving process for grocery, produce, prepared foods, beverage, supplies, and other market inventory.
• Ensure all delivered items are properly checked against invoices, packing slips, purchase orders, or receiving records.
• Confirm that receivers are accurately counting inventory and checking products before items are accepted.
• Verify quantities, item descriptions, units of measure, pricing, and product condition at the time of delivery.
• Identify and document shortages, overages, damaged goods, substitutions, missing items, and pricing discrepancies.
• Communicate receiving issues promptly to managers, vendors, purchasing, and accounting.
• Maintain organized receiving documentation and ensure paperwork is complete before submission to AP.

Accounts Payable & Invoice Control

• Collect, review, scan, upload, and organize vendor invoices and supporting documentation.
• Route invoices through the proper AP approval process.
• Match invoices against receiving documentation, purchase orders, packing slips, and internal approvals.
• Double-check invoices for vendor name, invoice number, invoice date, item pricing, quantities, taxes, credits, and payment terms.
• Flag duplicate invoices, missing backup, incorrect charges, unsupported items, or pricing discrepancies.
• Follow up with managers, vendors, and accounting to resolve invoice questions.
• Help ensure invoices are processed timely and accurately to avoid missed credits, payment delays, or duplicate payments.

Inventory Management & Data Accuracy

• Assist with daily, weekly, and monthly inventory counts.
• Help maintain accurate inventory records across market departments, including grocery, produce, prepared foods, beverage, and supplies.
• Support inventory check-off procedures to confirm that received goods are counted and properly recorded.
• Enter, update, and maintain receiving and inventory data in applicable systems.
• Reconcile inventory counts against invoices, receiving logs, and system records.
• Identify inventory discrepancies and escalate issues to management.
• Support data cleanup, item setup, vendor setup, and ongoing inventory accuracy efforts.

Systems, Scanning & Documentation

• Use systems such as Toast, MarginEdge, QuickBooks, vendor portals, inventory platforms, shared drives, Excel, Google Sheets, and other accounting/operations tools.
• Scan, upload, label, and file invoices, receipts, credits, packing slips, and supporting backup.
• Maintain organized digital and physical records for accounting, audit, and operational use.
• Assist with AP coding, vendor documentation, item data, and reporting as needed.
• Create and maintain tracking sheets for invoices, credits, receiving issues, missing documentation, and pending follow-ups.

Communication & Cross-Department Support

• Work closely with receiving staff, department managers, accounting, purchasing, and vendors.
• Help reinforce consistent receiving, invoice control, and inventory procedures.
• Communicate clearly and professionally regarding discrepancies, missing invoices, credits, and inventory concerns.
• Support the opening and stabilization phase by helping organize systems, paperwork, workflows, and follow-up processes.
• Maintain confidentiality when handling vendor, accounting, and financial information.

Qualifications

• Prior experience in receiving, inventory control, accounts payable, bookkeeping support, grocery/market operations, restaurant operations, purchasing, or vendor management preferred.
• Experience in a grocery, specialty market, hospitality, restaurant, or food service environment strongly preferred.
• Strong attention to detail and ability to identify errors or inconsistencies.
• Comfortable reviewing invoices, packing slips, purchase orders, receiving logs, and inventory records.
• Basic understanding of AP workflow, invoice matching, vendor documentation, and inventory controls.
• Proficiency with Microsoft Excel or Google Sheets.
• Experience with Toast, MarginEdge, QuickBooks, or similar systems is a plus.
• Ability to stay organized in a fast-paced, high-volume environment.
• Strong communication, follow-up, and problem-solving skills.
• Ability to balance hands-on receiving support with administrative AP and data management responsibilities.

Key Skills

• Highly organized and detail-oriented
• Strong follow-through and accountability
• Comfortable with numbers, invoices, inventory records, and system data
• Able to identify discrepancies and ask the right questions
• Systems-minded and willing to learn new platforms
• Professional communication with vendors, managers, and accounting
• Able to support process improvement during a new market opening
• Calm and steady in a fast-paced environment

Physical Requirements

• Ability to stand, walk, bend, reach, and move throughout the market, storage, and receiving areas.
• Ability to inspect received products and assist with inventory checks.
• Ability to lift and move items as needed, within company safety guidelines.
• Ability to work at a computer for scanning, data entry, invoice review, and reporting.

Compensation

The target offer for this position is $68,000–$70,000 annually

This is a full-time, salary non-exempt position, eligible for overtime in accordance with applicable law.

Pay: $68,000.00 - $70,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Employee discount
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Work Location: In person