Accounting & Operations Specialist

Position Summary

Wolfsburg West is seeking a detail-oriented Accounting & Operations Specialist to oversee the company's day-to-day accounting functions while supporting key operational processes. This role is responsible for maintaining accurate financial records, managing payroll and insurance administration, overseeing AP/AR, supporting month-end and year-end close, and coordinating purchasing and freight documentation. The ideal candidate is highly organized, enjoys wearing multiple hats, and thrives in a small business environment where accuracy, initiative, and collaboration are valued.

Key Responsibilities

Accounting & Finance

• Process bi-weekly payroll and maintain payroll records.
• Manage accounts payable, including invoice processing, vendor payments, and reconciliations.
• Oversee accounts receivable, customer invoicing, collections, and payment application.
• Perform daily cash reconciliation and bank deposits.
• Manage banking relationships and complete bank reconciliations.
• Prepare operational journal entries and maintain the general ledger.
• Assist with month-end and year-end close, including reconciliations and supporting schedules.
• Support Fractional Controller with tax preparation and annual financial reporting.
• Maintain accurate financial records and documentation.

Tax & Compliance

• Prepare and file multi-state sales tax returns using Avalara.
• Coordinate business licenses and ensure ongoing compliance.
• Assist with tax documentation and support external accountants during tax season.

Human Resources & Benefits Administration

• Administer employee health insurance benefits and enrollments.
• Manage business insurance policies, renewals, certificates of insurance, and claims coordination.
• Support onboarding paperwork and payroll-related employee changes.

Purchasing & Operations

• Create and manage purchase orders.
• Coordinate inbound international freight and shipping documentation.
• Prepare Shipper's Letters of Instruction (SLIs) and customs documentation.
• Work with freight forwarders, customs brokers, and vendors to ensure timely deliveries.
• Maintain purchasing records and vendor files.
• Identify opportunities to improve accounting and operational processes.

Qualifications

• 5+ years of accounting or bookkeeping experience, preferably in a manufacturing, distribution, or e-commerce environment.
• Strong understanding of GAAP and accounting principles.
• Experience processing payroll and administering employee benefits.
• Experience with accounts payable, accounts receivable, bank reconciliations, and general ledger accounting.
• Experience supporting month-end and year-end close.
• Knowledge of sales tax compliance; Avalara experience preferred.
• Experience coordinating international freight or import documentation is a plus.
• Excellent organizational skills and attention to detail.
• Strong Excel skills and proficiency with accounting software.
• Ability to manage multiple priorities independently while maintaining accuracy.

Preferred Experience

• Manufacturing or wholesale distribution experience.
• Experience working with inventory-based businesses.
• Familiarity with customs documentation and international shipping.
• Experience working closely with business owners and leadership teams.

Work schedule

• Monday to Friday

Benefits

• Paid time off
• Health insurance
• Profit sharing