FINANCE & OPERATIONS COORDINATOR

About the Role

We're looking for a highly organized and detail-oriented Finance & Operations Coordinator to support the financial and operational side of the business — maintaining accurate financial records, tracking invoices and payments, supporting purchase order management, preparing invoices, monitoring receivables and reimbursements, and providing cost and profitability analysis for wholesale orders and upcoming projects.

You're comfortable working with numbers, spreadsheets, invoices, purchase orders, and financial data, while also being proactive about following up with internal teams, suppliers, and partners to keep payments and financial tasks on track. This person plays an important role in helping the team maintain accurate financial visibility and make informed pricing and project decisions.

Key Responsibilities

Purchase Orders & Financial Records

• Add and maintain purchase orders in Katana accurately and in a timely manner
• Record and organize invoices, receipts, and payment documentation from partners, suppliers, and team members
• Maintain accurate records of business expenses and project-related costs
• Ensure financial documentation is properly organized and easily accessible
• Cross-reference POs, invoices, receipts, and project costs to identify discrepancies

Accounts Payable & Payment Tracking

• Track invoice due dates and maintain an organized payment calendar
• Send timely reminders to ensure supplier and partner invoices are paid on schedule
• Follow up internally on outstanding payments and approvals
• Track employee/team reimbursements and follow up on outstanding reimbursement requests
• Follow up on unpaid invoices and outstanding balances as needed
• Maintain visibility on upcoming financial obligations and communicate potential issues before payments become overdue

Accounts Receivable & Invoicing

• Prepare and issue invoices on behalf of UPRISERS
• Ensure invoices contain accurate project, product, pricing, and payment information
• Track outstanding customer/client invoices and payment status
• Follow up on overdue invoices and coordinate with the appropriate team members to resolve payment issues
• Maintain an organized record of invoices issued and payments received

Project Profitability & Financial Analysis

• Create profit projections for wholesale orders and upcoming projects
• Calculate estimated costs, revenue, gross profit, and margins for projects
• Review project costs and identify potential profitability concerns
• Assist the team in evaluating pricing before quotes or orders are finalized
• Compare projected costs against actual costs to help improve future pricing decisions
• Create financial summaries and reports for management review

Product Costing & Pricing Support

• Gather and maintain current costs for materials, blanks, manufacturing, printing, embroidery, packaging, shipping, and other product-related expenses
• Maintain an updated cost database to support accurate website pricing
• Ensure product pricing is based on the most current available cost information
• Work with suppliers and internal teams to obtain updated pricing when costs change
• Flag significant cost changes that may affect product margins

Cost & Merchandise Comparison

• Create comparison sheets and cost analyses for different merchandise options
• Compare suppliers, products, quantities, production methods, and associated costs
• Analyze different product options based on cost, margin, quality, and project requirements
• Present findings in an organized format to help the team make purchasing and merchandising decisions
• Maintain historical cost comparisons for future reference

Travel & Reimbursement Tracking

• Prepare monthly mileage/travel logs for reimbursement
• Maintain accurate records of eligible business travel and mileage
• Coordinate with team members to collect missing mileage or reimbursement information
• Submit completed reimbursement information according to company procedures
• Follow up on outstanding reimbursements

What We're Looking For

• 2–4+ years in finance operations, accounting support, business operations, purchasing, or a similar role
• Strong attention to detail and accuracy when working with numbers and financial information
• Comfortable working with invoices, POs, receipts, expenses, and payment records
• Strong Excel/Google Sheets skills
• Experience with Katana, Shopify, or other inventory/ERP systems is a plus
• Strong organizational and time-management skills
• Ability to manage multiple deadlines and consistently follow up on outstanding items
• Strong analytical and problem-solving skills
• Comfortable communicating with suppliers, partners, clients, and internal team members
• Ability to identify discrepancies and proactively investigate and resolve them
• Experience with product costing, wholesale, manufacturing, or apparel is a plus