Order Processing & Accounts Receivable

Job Description Job Title: Order Processing Coordinator Position SummaryThe Order Processing Coordinator is responsible for managing the full order-to-cash lifecycle, ensuring accurate order execution, billing integrity, and timely payment collection. This role also oversees shipment coordination and tracking, working closely with internal teams to ensure seamless order fulfillment. Success in this position directly impacts cash flow, operational efficiency, and customer satisfaction. Core Responsibilities (Primary Ownership Areas)Order Processing CoordinationManage the conversion of estimates into invoices, ensuring all order details are accurate, complete, and aligned with customer requirements prior to production.Billing & Invoicing AccuracyPrepare, review, and issue invoices with precision, ensuring all charges, terms, and documentation are correct and delivered on time.Payment Control & Accounts ReceivableVerify and record incoming payments, ensure payment is received prior to shipment, and actively manage outstanding balances to maintain healthy cash flow.Vendor Invoice ReconciliationReconcile vendor invoices against purchase orders and internal records, identifying and resolving discrepancies to ensure financial accuracy.Shipment Coordination & TrackingCoordinate customer shipments, schedule deliveries, provide tracking information, and ensure alignment between billing, payment status, and fulfillment timelines.Cross-Functional CoordinationWork closely with the order processing and operations teams to ensure all order, billing, and shipping information is aligned, preventing delays or errors. Key Responsibilities (Supporting Duties)Accurately record all financial transactions in QuickBooks OnlineMaintain organized, audit-ready documentation for orders, invoices, and paymentsSet up and manage customer accounts, including tax documentation (e.g., 1099s)Identify and resolve discrepancies in billing, payments, or vendor chargesMaintain clear internal communication to ensure workflow efficiencyEnsure order processing, billing, and receivables remain up to date with no backlogOperate with urgency while maintaining a high level of accuracy Key CompetenciesProficiency in QuickBooks Online (invoicing, transaction matching)Strong understanding of order-to-cash workflowsHigh attention to detail and accuracyStrong organizational and time management skillsAbility to work under pressure and meet tight deadlinesEffective cross-functional communication skillsAnalytical problem-solving abilityKnowledge of basic accounting principles (AR/AP)Systems proficiency (Gmail, Excel, and office tools)Process-driven mindset with strong execution disciplineAccountability and ownership mentality Education and ExperienceBachelor's degree in Accounting, Finance, Business Administration, or related field preferred2–5 years of experience in order processing, billing, accounting, or similar rolesRequired experience with QuickBooks OnlineExperience in accounts receivable and invoicing processesExperience with shipping/logistics coordination is a plus Physical RequirementsPrimarily sedentary work at a desk using a computerExtended periods of sitting, typing, and screen useAbility to maintain focus in a quiet, deadline-driven settingUse of standard office equipment (computer, printer, phone) Work EnvironmentOffice-based roleLow-noise, focused work settingFast-paced environment with deadline-driven responsibilitiesOccasional coordination with external partners (e.g., vendors, shipping providers) Company DescriptionCannaZip is a leading industry supplier of custom cannabis packaging solutions that range from stock items to fully customizable packaging solutions to fit customer's needs. Our solutions cater to B2B brands, cultivators, dispensaries, distributors, wholesalers, processors, MSOs, SSOs, and anyone looking for custom packaging solutions. Featuring a diverse array of opportunities for professional and rapid growth, advancement, industry experience and exposure, CannaZip is the perfect place to break into a rapidly growing and exciting industry.Company DescriptionCannaZip is a leading industry supplier of custom cannabis packaging solutions that range from stock items to fully customizable packaging solutions to fit customer's needs. Our solutions cater to B2B brands, cultivators, dispensaries, distributors, wholesalers, processors, MSOs, SSOs, and anyone looking for custom packaging solutions. Featuring a diverse array of opportunities for professional and rapid growth, advancement, industry experience and exposure, CannaZip is the perfect place to break into a rapidly growing and exciting industry.