Business Office Coordinator

Ambient Recruiting is partnered with a growing manufacturing in Holland, MI seeking an Accounting & Business Administration Coordinator to join their team. The ideal candidate is detail-oriented, organized, and proactive to support daily accounting, human resources, and administrative operations. This position offers an opportunity to join a small, fast-paced organization and work closely with leadership and an established office team.

Responsibilities:

Accounting & Financial Administration

• Process vendor invoices, verify documentation, and ensure accurate and timely entry into the accounting system.
• Match invoices with purchase orders and receiving records and resolve discrepancies.
• Coordinate vendor payments and maintain accurate accounts payable records.
• Prepare customer invoices, process payments, and monitor outstanding accounts receivable.
• Follow up on outstanding balances and assist with customer billing inquiries.
• Assist with monthly bank and credit card reconciliations.
• Monitor inventory levels and assist with reconciling warehouse inventory against internal system records.
• Coordinate with external accountants and international finance teams.
• Maintain organized financial records and assist with annual audits and reporting.

Human Resources Administration

• Maintain employee records and HRIS information.
• Coordinate employee onboarding and offboarding documentation.
• Administer employee benefits, enrollments, and annual open enrollment.
• Assist with recruitment activities, including job postings, candidate screening, and interview coordination.
• Track performance evaluations and maintain employee training records.
• Assist with timekeeping and payroll coordination.
• Communicate with staffing agencies and coordinate temporary employee reporting.
• Support HR policy updates, employee handbook maintenance, and employment compliance initiatives.

Customer Service, Logistics & Purchasing

• Assist with sales order entry, order confirmations, and customer inquiries.
• Coordinate shipments and deliveries with external warehouses and logistics partners.
• Reconcile warehouse inventory records and investigate discrepancies.
• Create and follow up on purchase orders, supplier confirmations, and delivery schedules.
• Communicate with vendors regarding orders, invoices, and delivery-related matters.
• Provide general administrative support to the office team as needed.

Qualifications:

• Associate's or Bachelor's degree in Business Administration, Accounting, Human Resources, or a related field preferred.
• 3+ years of experience in accounting administration, AP/AR, HR support, customer service, purchasing, or business administration preferred.
• Familiarity with accounting software and HRIS systems.
• Experience with ERP or order management systems is a plus.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Strong attention to detail, organization, time management, and problem-solving skills.
• Excellent written and verbal communication abilities.
• Ability to handle confidential information with discretion.
• Comfortable working across departments and communicating with external and international partners.
• Ability to learn new technology and systems quickly.
• 5% travel required.