Accounting & Office Operations Coordinator

Description    Deneen Pottery is a family-owned pottery company in St. Paul, Minnesota. For more than 50 years, we have made custom, handmade stoneware mugs for businesses, parks, restaurants, museums, colleges, gift shops, and organizations across the country. Our mugs are made by real craftspeople, and our front office helps keep that work organized, accurate, and supported. This role sits in the finance and front office area, where steady follow-through matters every day. THE OPPORTUNITY We are looking for an Accounting & Office Operations Coordinator who can own recurring finance, purchasing, reporting, and office coordination tasks with accuracy and dependability. This is not only a bookkeeping job. It is a trust-based support role that helps the CFO, leadership team, department leads, customers, vendors, and office staff stay organized and informed. The right person will enjoy details, routine, follow-through, and helping others by keeping important work from slipping through the cracks. WHAT YOU WILL OWN ACCOUNTS RECEIVABLE · Process credit cards and deposits accurately. · Forward necessary documents to customers. · Communicate with customers who have account questions or issues. · Reconcile sales tax for Minnesota, Texas, Washington, and California customers. · Process customer credits. · Ensure invoices are exported from FileMaker into QuickBooks. · Confirm QuickBooks and FileMaker are updated daily. COLLECTION ACTIVITIES · Follow standard work for collection activities. · Document customer conversations and email communication related to collections. · Download weekly reports and help make sure past-due accounts are addressed. · Communicate collection issues clearly, professionally, and promptly. PURCHASE ORDERS AND KANBAN ORDERING · Maintain the Kanban ordering system. · Order products in a timely manner. · Review open purchase orders when products are late or receiving issues occur. · Routinely discuss product levels and supply issues with department leads. · Add or update vendor information as needed. · Work with shipping to coordinate cycle counts and inventory levels. ACCOUNTS PAYABLE SUPPORT · Maintain the filing system for invoice backup and vendor contracts. · Coordinate with outside AP support for data entry and credit card purchases. · Reconcile vendor statements. · Process weekly checks. REPORTING AND DATA SUPPORT · Use Excel to provide detailed analysis for sales and production metrics. · Review customer and inventory trends that can improve profitability and service. · Maintain daily, weekly, monthly, and metric reporting as assigned. · Help ensure reports are accurate, useful, and delivered on time. OFFICE AND VENDOR COORDINATION · Support front office organization and communication. · Assist with office projects as assigned by the CFO or leadership team. · Coordinate cleaning company activities for offices and staff lunchrooms. · Communicate cleaning needs, schedule changes, supply concerns, and follow-up items. · Help make sure shared office and staff spaces are clean, stocked, and cared for. SPECIAL PROJECTS · Assist the CFO and HR Generalist with special projects within the office. · Support company efforts and requests as directed by the lead. · Help improve simple processes, checklists, and follow-up systems. Salary Description 23.00-27.00