Cost Coordinator

LX Pantos Americas; Town of Florida (NY); On-site; USD 50,000 - 72,000; Full time

Job summary

A logistics and supply chain company is seeking a Cost Coordinator in New York to assist in financial operations, including invoice processing, payroll support, and general administrative tasks. The ideal candidate should have a high school diploma, proficiency in Microsoft Excel, and at least 1 year of experience in finance or administrative roles. Responsibilities include managing financial records and supporting payroll processes while ensuring accuracy and confidentiality. This role offers a pay range starting at $50,000.

Qualifications

• 1+ year of experience in finance, accounting, or administrative roles preferred.

Responsibilities

• Assist with various financial operations including invoice processing and account reconciliation.
• Maintain accurate and up-to-date financial records for audits and reporting.
• Provide administrative support to the finance department.
• Assist with preparing and processing payroll for temporary employees.
• Order office and warehouse supplies as needed.

Skills

Attention to detail

Proficiency in Microsoft Excel

Communication skills

Organizational skills

Ability to work in fast-paced environment

Education

High school diploma or equivalent

Associate/bachelor’s degree in finance or accounting

Tools

Microsoft Office Suite

Accounting software

Job description

The Cost Coordinator is responsible for assisting with various financial operations, including invoice processing, account reconciliation, payroll support, financial reporting, and administrative tasks. This role involves ensuring the accuracy of financial records, processing payments on time, and supporting the finance team in day-to-day operations. Some light physical work, such as organizing and filing documents, may also be required. All financial and payroll information handled in this role must be maintained with strict confidentiality in accordance with company policy

Key Responsibilities:

Invoice Processing and Payment Verification:

• Review invoices for accuracy, ensuring they match purchase orders and receipt of goods before processing payment.
• Verify payment terms and deadlines to ensure timely processing of payments.
• Resolve discrepancies in invoices by communicating with vendors, departments, agencies, and the accounts payable team.
• Perform monthly reconciliations of accounts payable and receivable, ensuring all transactions are properly documented and discrepancies are addressed.

Documentation and Financial Record Keeping:

• Maintain accurate and up-to-date financial records, both physical and digital, to facilitate easy retrieval for audits and reporting.
• Organize and file financial documents, including invoices, receipts, and transaction records, following company policies and regulations. This may involve some light physical work such as filing paperwork or organizing financial records.
• Assist in maintaining the general ledger by ensuring accurate and timely recording of all financial transactions
• Create, closeout, and process invoice for PO, RO, WO for supplies, equipment, and building maintenance
• Assess all PO, RO, WO documents that are correct
• Create EPs for all abused cases presented
• Keep record of all equipment and inspection reports
• Keep record of SKS crate reports / Pallets

Temp Payroll Support

• Assist with preparing and processing payroll for temporary employees by collecting and verifying information such as hours worked and approved adjustments.
• Review and verify temporary employee information to ensure accurate and timely payroll processing.
• Coordinate with temporary staffing agencies to resolve payroll or billing discrepancies when necessary.
• Assist with gathering financial data for monthly, quarterly, and annual financial reports.
• Verify the accuracy of financial information used in reporting.

Administrative Support:

• Provide administrative support to the finance department, handling general office tasks as needed.
• Maintain filing systems for financial documents, ensuring proper documentation for audits and compliance checks. This may require some light physical tasks such as retrieving or organizing files.
• Coordinate with other departments to ensure that financial documentation is submitted in a timely manner and in accordance with company procedures.

Data Entry:

• Accurately input financial data, including transaction details, invoices, and payroll records, into the company's accounting software or databases
• Update and maintain spreadsheets and databases to ensure the accuracy of financial records.
• Assist in entering and organizing financial data for reporting, forecasting, and audits for temp agencies.

Procurement and Ordering:

• Order from all e-commerce sites (Uline, Grainger, Staples, Amazon)
• Manage office supplies and WH supplies inventory, and order new supplies as needed
• Research and request IT to enlist new items for warehouse use
• Locate key suppliers as necessary
• Negotiate purchase agreements
• Request finance on payment with vendors and suppliers providing document
• Schedule meetings with vendors and suppliers
• Keep record of monthly budgeted items
• Create and submit PO list to cost team to create for budgeted purchase order
• Create EP for budget items when WH is over budget
• Coordinate with vendors to ensure timely delivery of supplies
• Coordinate with vendors to ensure proper handling and timely delivery of propane, pallets, and waste containers
• Cancel/Revise any documents with Vendor via email or phone

Equipment Management:

• Manage and record all warehouse equipment (clamps, scanners, tricycles, chariots, golf cart, etc.)
• Ship out equipment for repairs and keep record
• Post meter readings for all forklifts in the LAON system
• Post clamp pressures
• Update and post clamp status on the monitor
• Assign and reassign forklifts and scanners to drivers and machines

Technical Support:

• Program cellphones with ICA or Photo app and computer issues

Meetings and Special Projects:

• Schedule meetings with vendors and suppliers
• Assist with special projects as rework supplies
• Prepare for end of the month closing with LG

Qualifications:

Education:

• High school diploma or equivalent required.
• Associate/bachelor’s degree in finance, accounting, or related field preferred

Experience:

• 1+ year experience in finance, accounting, or administrative roles preferred.

Skills & Abilities:

• Strong attention to detail and accuracy in financial documentation and data entry.
• Proficiency in Microsoft Office Suite, particularly Excel; experience with accounting software preferred.
• Good communication skills for interacting with vendors, employees, and other departments.
• Ability to work in a fast-paced environment and handle multiple tasks simultaneously.
• Strong organizational skills and ability to maintain accurate records.

Physical Demands:

• Ability to sit or stand for extended periods while working at a desk.
• Light physical work such as organizing and filing financial documents, lifting files up to 25 lbs, or retrieving records from filing cabinets.

Business Hours:

Monday to Friday (8:00 AM – 5:00 PM EST)

Pay Rate:

• Tier 1: Cost Coordinator (1+ year of experience preferred) – starting at $50,000
• Tier 2: Cost Coordinator Assistant Manager (5+ years of experience) – starting at $72,000
• Tier 3: Cost Coordinator Manager (8+ years of experience) – starting at $87,000