Accounting & Administrative Coordinator (Latin America)

Job Title: Accounting Administrative Coordinator

Department: Accounting / Administration

Reports To: Accounting Manager

Employment Type: Full-Time, Non-Exempt

Location: Remote — supports Minnesota, Wisconsin, and Illinois locations

Position Summary

Cloud Recycling is seeking a detail-oriented, highly organized Bi-Lingual Full-Charge Bookkeeper / Accounting Administrative Coordinator to manage the company day-to-day financial operations across its Minnesota, Wisconsin, and Illinois locations. This role owns daily bank and credit card reconciliation, accounts payable,

payroll data processing, vendor remittance reporting, and fleet/asset recordkeeping within QuickBooks Online

and supporting platforms (Connecteam, PowerApps, AssetTiger, Samsara, Google Drive). The ideal candidate is

comfortable managing a high volume of recurring daily, weekly, and monthly deadlines, communicating

proactively with vendors and staff, and takes ownership of accurate, well-documented financial records.

Key Responsibilities

Daily Banking & Bank Reconciliation

• Reconcile daily transactions across multiple bank and credit card accounts (Associated Bank, Wells Fargo,

American Express, Chase Business Cards, eBay Checking, Flourish Savings) in QuickBooks Online.

• Enter and categorize credit card and bank receipts as expenses, coding each transaction by payment account,

location, and category.

• Match and clear ACH settlements, Zelle transfers (incoming and outgoing), remote check deposits, payroll

checks, and bill payments to the correct QuickBooks records.

• Split transactions across cost centers/locations when a single charge covers multiple business cards or

departments, ensuring split totals tie to the transaction amount.

• Attach supporting documentation (receipts, statements, confirmations) to every transaction entered.

• Identify missing receipts or unmatched charges and follow up by creating tasks in Connecteam for the

employee responsible.

Accounts Payable & Vendor Invoice Management

• Monitor a shared inbox for incoming vendor invoices and payment requests from roughly 30+ recurring

vendors and enter them as bills or expenses in QuickBooks with correct location, category, and customer/job

coding.

• Verify invoices against prior submissions to prevent duplicate payments; confirm amounts and backup

documentation before entry.

• Track and apply vendor credits, and process monthly supplier statements and reconciliations (e.g., Best Buy,

Costco, Forward Air, Luna Mattress, Target Salvage, Warner Stellian).

• Process ad hoc and recurring vendor payments through online vendor portals, ACH, and company credit

card profiles.

• Enter customer scrap-load and wholesale deposits, matching purchase/BOL documentation and saving

records to shared drives.

Payroll Support and Benefits Administration:

• Review weekly employee timesheets across all locations (warehouses, drivers, eBay store) in Connecteam;

confirm supervisor approvals and flag missing hours or PTO requests.

• Export approved payroll hours from Connecteam and reconcile them against QuickBooks Payroll each

week, including manual entry of overtime and salaried-employee adjustments.

• Submit weekly employee 401(k) deferral and company matching contributions to the plan provider.

• Calculate and document monthly (eBay) and quarterly (wholesale) sales incentive/commission payments foreligible employees, and route final figures for payroll entry.

Vendor & ACH Remittance Reporting:

• Prepare weekly ACH remittance reports to vendor partners, confirming report totals match bank activity.

• Maintain accurate distribution lists and copy company leadership on all remittance correspondence.

Fleet & Asset Recordkeeping

• Maintain vehicle and equipment records in the fleet asset system, including DMV registration and license

plate information.

• Log repair and maintenance invoices against the correct asset, updating mileage/engine hours and

maintenance history at each service event.

General Administrative & Cross-Functional Support:

• Create and assign tasks in Connecteam to route missing documentation, deposits, or approvals to the

appropriate team member.

• Maintain organized digital recordkeeping (shared drive folders, email folders) for receipts, statements,

contracts, and sales/scrap reports.

• Support ownership and management with ad hoc reporting, research, and reconciliation requests as needed.

Qualifications:

• 2+ years of bookkeeping, accounts payable, or full-charge accounting experience; multi-location or multi- entity experience preferred.

• Proficiency with QuickBooks Online required; experience with Connecteam, Microsoft PowerApps, or

AssetTiger is a plus (training provided).

• High level of accuracy and attention to detail when managing a high volume of transactions and recurring deadlines.

• Strong written communication skills for coordinating with vendors and management.

• Ability to independently prioritize and track many concurrent daily, weekly, biweekly, and monthly

processes.

• Comfortable working with payroll-adjacent data entry and basic commission/incentive calculations.

• Associate or Bachelor degree in Accounting, Finance, or Business preferred, or equivalent practical

experience.

Work Environment

This is a remote, full-time position supporting daily operations across Cloud Recycling Minnesota, Wisconsin, and Illinois locations. Standard business hours, Monday through Friday, with occasional flexibility needed around week-end close and payroll deadlines.