Operations & Budget Administrator for Shop & Inventory

Howl Campfires, LLC; Arvada (CO); On-site; USD 55,000 - 65,000; Full time

Benefits offered by this job

PTO

Health Insurance

Job summary

Howl Campfires, LLC is seeking an organized Business Administrator in Colorado to own the shop budget, manage purchasing and invoices, and oversee inventory and daily office operations. You will work with the Operations Manager, accounting team, CEO, and other leaders to maintain records and resolve issues.

The role requires comfort with numbers, data entry, and business systems; a proactive, self-starting attitude, and the ability to juggle admin tasks, retail coverage, and inventory support in

Qualifications

• Experience in business administration, office management, purchasing, or similar roles.
• Experience reviewing invoices and purchase orders.
• Ability to manage a budget and work with accounting.
• Strong attention to detail and data entry accuracy.
• Excellent organizational skills and the ability to prioritize tasks.
• Clear communication with vendors, customers, employees, and leadership.
• Proficiency with spreadsheets and business software; ability to learn new systems.
• Discretion handling confidential employee and financial information.
• Willingness to handle a mix of administrative work, inventory support, retail coverage, and office cleaning.

Responsibilities

• Create, maintain, and file purchase orders in coordination with the Operations Manager.
• Review and approve invoices in Ramp after matching them against purchase orders, vendor acknowledgments, and receiving records.
• Identify invoice discrepancies and work with vendors and internal teams to resolve pricing, quantity, and other errors.
• Track outstanding vendor credits, returns, and RMAs through resolution.
• Enter packing slip receipts into the MRP system, reconcile received items against purchase orders, and flag discrepancies.
• Maintain accurate, organized purchasing and vendor records.
• Manage Shopify inventory records for merchandise, including T‑shirts and swaps, and create related purchase orders.
• Coordinate with the Operations Manager on replenishment needs and inventory discrepancies.
• Assist with inventory cycle counts, investigate differences, and maintain accurate records across systems.
• Own and manage the shop budget, including gathering budget inputs, planning expenses, and monitoring spending.
• Collect and maintain budget data in coordination with accounting and the Operations Manager.
• Reconcile actual spending against the budget, investigate variances, and identify necessary adjustments.
• Keep leadership informed of budget performance, upcoming expenses, and opportunities to control costs.
• Organize and maintain business documents, files, and records.
• Complete accurate, timely data entry across business systems.
• Assist with HR and employee onboarding documentation while maintaining confidentiality.
• Set up new employees in software systems and coordinate access with the appropriate team members.
• Schedule meetings and prepare meeting spaces, materials, and supplies.
• Maintain office organization and perform routine office cleaning.
• Monitor break room and office supplies and reorder as needed.
• Provide backup retail coverage when other representatives are unavailable, including during PTO and sick leave.
• Assist customers and process purchases through Shopify.
• Support the Operations Manager with administrative tasks and special projects.
• Assist the CEO, COO, and other leaders with scheduling, documentation, and other administrative needs.
• Identify and implement practical improvements to administrative processes.

Skills

Budget management

Purchasing

Inventory control

Data entry

Vendor coordination

Excel

Tools

Ramp

Shopify

MRP/ERP systems

Job description

Howl Campfires, LLC is seeking an organized Business Administrator in Colorado to own the shop budget, manage purchasing and invoices, and oversee inventory and daily office operations. You will work with the Operations Manager, accounting team, CEO, and other leaders to maintain records and resolve issues.

The role requires comfort with numbers, data entry, and business systems; a proactive, self-starting attitude, and the ability to juggle admin tasks, retail coverage, and inventory support in