Finance Coordinator (Part-Time, Independent Contractor)

Job Summary:

The Finance Coordinator will be responsible for managing the purchase order process from initiation to completion; it supports the team by ensuring that all orders for assigned department are placed accurately and submitted on time. This role demands excellent organizational skills, attention to detail, and the ability to work under pressure in a fast-paced environment. Ideal contractor must be able to work independently as well as within a team.

Primary Duties & Responsibilities:

• Create, receive, and manage P.O.s in required systems for Fragrances & Cosmetics (i.e. SAP, ACCPAC/SAGE) respectively:
  • Update tracker database with required project details. 
  • Create P.O. with accurate tracker information.
  • Monitor and track P.O. status; follow up with workflow approvers and Finance department to ensure delivery time.
  • Provide approved P.O. numbers to suppliers and verify vendor information on invoices. 
  • Request supplier invoices and ensure accuracy. 
  • Collaborate with department manager on status and payment process. 

• Send Payment Package and closely follow up with the Finance Department to ensure timely payment of invoices:
• • Submit all necessary payment/ financial information to Finance Department.
  • Update tracker database to reflect progress.
  • Actively participate in weekly meetings with Finance to track payment status and communicate estimated timelines to suppliers. 

• Manage account balance and statements:
  • Regularly request and reconcile Statement of Accounts from suppliers to ensure accurate financial records and distribute to suppliers and internal departments. 
  • Address and resolve any discrepancies or issues with account balances promptly.

• Organize and maintain department database:
  • Save and store quotes and invoices in appropriate files. 
  • Maintain close communication with all parties using all necessary means.
  • Connect with department manager to identify priorities, and address critical deadlines.
  • Ensure P.O. alignment with project budget.

Working Relationships/ Key Stakeholders:

• Marketing Team
• Sales Team
• Finance Team
• Vendors/Clients/ Distributors

Qualifications & Competencies:

• Bachelor’s degree, preferred
• Finance or Accounting background, a plus
• Ability to work in a very fast-paced environment; pro-active, independent and able to prioritize effectively
• Strong problem solving and customer service skills; detail-oriented
• Ability to work in a multi-cultural environment
• Strong command of oral and written communication skills in English and Spanish
• Advanced Microsoft Office Suite skills, a must; primarily Excel
• Prior experience in cosmetics/beauty industry is a plus