Accounting & Operations Specialist

Ultimate Staffing; St. Louis (MO); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

Annual bonus

Job summary

Ultimate Staffing in the St. Louis area is seeking an Accounting & Operations Specialist to oversee daily office operations and support purchasing, sales, logistics and accounting functions. This role thrives on variety, fast pace, and cross-functional collaboration.

The ideal candidate will manage order processing, inventory movement, and vendor communications while maintaining precise records and supporting monthly reporting. A strong background in Sage 50 and Excel is preferred.

Qualifications

• HS diploma or GED required; Associates or Bachelor's degree preferred.
• 5+ years of office management, operations, logistics or administrative support experience.
• Experience with Sage 50 preferred.
• Strong organizational, multitasking and communication skills.

Responsibilities

• Oversee daily office operations and administrative functions.
• Coordinate inbound/outbound shipments with warehouses, carriers and customers.
• Enter customer orders and purchase orders; verify pricing and shipping requirements.
• Support accounts payable/receivable and month-end reporting tasks (60%).
• Develop and document operational procedures; improve efficiency and data accuracy.

Skills

Office management

Logistics coordination

Inventory control

Sage 50

Accounting support

Education

HS diploma or GED

Associates or Bachelor's degree preferred

Tools

Sage 50

Excel

Job description

Job Type: Full-Time/Direct Hire/Salary/Onsite

Reports To: COO

Salary: $55-$65K + Annual Bonus

About the company

A growing wholesale company specializing in the acquisition and distribution of closeout, excess, and liquidation inventory. Working with manufacturers, retailers, distributors, and closeout partners to identify opportunities that create value for our customers.

As a small business, operating with an entrepreneurial mindset where every team member contributes to the success of the organization.

Position Summary

We are seeking a highly organized and detail-oriented Accounting & Operations Specialist to oversee daily office operations and support the purchasing, sales, logistics, and accounting functions of the business.

This role is ideal for someone who enjoys variety in their day, thrives in a fast-paced environment, and can effectively manage multiple priorities. The successful candidate will serve as the operational backbone of the company, ensuring smooth business processes and excellent support for both internal teams and external partners.

Key Responsibilities

Office Administration

• Manage day-to-day office operations and administrative functions.
• Maintain organized records, files, contracts, and documentation.
• Coordinate and manage office supplies, equipment, and vendor services.
• Answer and direct incoming calls and emails.
• Assist leadership with special projects and administrative support.

Operations & Logistics

• Coordinate inbound and outbound shipments with warehouses, carriers, and customers.
• Track inventory movement and update inventory records.
• Prepare shipping documents, bills of lading, and related paperwork.
• Monitor order status and resolve shipment discrepancies.
• Work closely with purchasing and sales teams to ensure inventory availability and order accuracy.

Order Processing

• Enter customer orders and purchase orders into company systems.
• Verify pricing, product information, and shipping requirements.
• Coordinate order fulfillment activities with warehouse partners.
• Monitor customer orders from placement through delivery.
• Communicate with suppliers, customers, freight carriers, and business partners.
• Assist with vendor onboarding and documentation.
• Resolve customer inquiries and service issues professionally and efficiently.
• Maintain strong working relationships with key stakeholders.

Accounting Support-60%

• Process invoices and reconcile purchase orders.
• Assist with accounts payable and accounts receivable functions.
• Maintain accurate records for financial reporting.
• Support monthly reporting and administrative accounting tasks.
• Work with outside accounting resources as needed.
• Process payroll through third party payroll company

Reporting & Process Improvement

• Efficiently utilize Sage 50 and Excel to create and maintain company reports
• Prepare inventory, sales, and operational reports.
• Identify opportunities to improve efficiency and streamline workflows.
• Assist in developing and documenting operational procedures.
• Maintain data accuracy across systems and reporting tools.

Qualifications

Required

• Education: HS diploma or GED, Associates or Bachelor's degree preferred
• Inventory/Accounting software-Sage 50, preferred
• Industry experience preferred, not required
• 5+ years of office management, operations, logistics, administrative, or business support experience.
• Excellent organizational and multitasking skills.
• Strong attention to detail and accuracy.
• Effective written and verbal communication skills.
• Ability to prioritize competing responsibilities in a fast-paced environment.

Preferred

• Experience in wholesale distribution, footwear, apparel, consumer products, logistics, or inventory management.
• Familiarity with inventory systems or order management systems
• Experience supporting purchasing, logistics, or accounting functions.
• Knowledge of freight, shipping, and warehouse operations.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.