Bookkeeper Assistant

Bird Rock Coffee Roasters
1277 Morena Production Facility, San Diego, CA

Compensation: $22-26/hour | Reports to: CFO

Summary

The Bookkeeper Assistant primarily involves managing financial records, including recording transactions, reconciling accounts, and preparing financial reports. This position requires strong attention to detail, analytical skills, and the ability to work in a fast-paced environment while upholding our core values of Quality, Genuine Hospitality, Integrity, and improvement and innovation. A significant portion of this role involves managing financial relationships with our vendors and clients, ensuring accurate reporting and reconciliation.

Responsibilities

Daily Accounts Payable/Receivable

Accurately record and manage 40+ vendors' invoicing entries (paper and electronic)
Set up and update new vendor accounts
Track invoices, payments, and outstanding balances for vendors and customers
Process incoming and outgoing invoices with accuracy and timeliness
Key data into spreadsheets and accounting systems
Process payments and manage accounts payable/receivable
Conduct investigative accounting practices to resolve discrepancies
Maintain organized records of all financial transactions
Serve as direct billing contact for vendors via phone or email

Administrative Duties

Collect and distribute mail
File essential documents (certificates, licenses, annual updates, etc.)
Collect and organize cafe folders, ensuring SOPs are being observed
Conduct accounting errands (bank deposits, cafe drop-offs)
Collect and organize I-9 paperwork when needed

Communication & Reporting
Communicate urgent billing or payment items to the CFO

Coordinate with CFO, VPO, and ROMs on urgent items, adjustments, and ordering issues
Follow up with ROMs on items ordered (over-ordering, better-priced items, incorrect items)
Note price increases, trends, overcharges, and order errors
Initiate corrections and communicate with ROMs

Budget Monitoring & Analysis

Conduct yearly vendor audits (ex., Challenge, US Foods) to provide insight into budgets and variances
Recommend adjustments based on financial analysis
Support the coffee cost analysis
Contribute to sales reporting
Analyze COGs and line items

Production Financial Support

Assist with COGs and line item updates for production
Support pricing restructuring when needed
Manage new line items on the Monday board
Update existing line items
Maintain communication between production and accounting

Qualifications

Essential Skills & Experience

Experience with bookkeeping, accounting, or financial record-keeping
Strong attention to detail and analytical skills
Excellent organizational abilities and time management
Problem-solving skills and the ability to work independently
Proficiency with digital tools and willingness to learn new systems
Strong written and verbal communication skills
Ability to meet deadlines
Ability to communicate complex data in a clear way
Customer service skills
Excellent data entry skills
Ability to prioritize projects

Required Technical Skills & Tools
Proficiency with accounting software (QuickBooks experience preferred)

Advanced Excel skills
Experience with financial data entry and reconciliation
Understanding of basic accounting principles
Comfort with digital tools, including:
- QuickBooks
- BigCommerce
- Right Networks
- Excel
- Monday.com
- Google Drive
- Google Chat

Schedule: This position is full-time and requires availability Monday through Friday.

Training & Development
New hires will receive comprehensive training, including:

Team introductions (Production, Finance, ROMs, COs)
Financial systems and processes
Vendor and partner relationships
Digital suite training (QuickBooks, Excel, Right Networks, Monday.com, BigCommerce)

Values Fit

Product Excellence - Maintains accuracy and integrity in all financial data, understanding that precise bookkeeping protects the quality of our business operations and understands the relationship between high-quality products and acceptable cost of goods.

Guest-Centricity - Recognizes how timely, accurate financial processes support seamless customer experiences and vendor relationships.

Mastery & Growth - Continuously develops bookkeeping skills, stays current with accounting software, and seeks to understand the financial story behind the numbers.

Systems & Standards - Takes personal accountability for organized records, consistent processes, and maintaining confidentiality standards in financial management

Authentic Communication - Communicates financial questions, discrepancies, or concerns directly and promptly; asks clarifying questions when uncertain.

Business Ownership - Understands how accurate financial tracking enables informed decision-making and supports Bird Rock's sustainable growth.

Key Success Indicators

Minimal errors in data entry and financial records
Accurate and timely processing of all invoices
Effective communication with vendors and internal teams
Proactive identification and resolution of accounting discrepancies
Organized documentation and filing systems
Ability to meet deadlines for reporting requirements
Successful management of drop-shipper relationships and accounts
Accurate reconciliation of drop-shipper remittance reports
Timely follow-up on outstanding invoices and payments
Effectively keeping line items progressing through the pipeline

About Bird Rock Coffee Roasters

Bird Rock Coffee Roasters is a specialty coffee company founded in 2006 and headquartered in San Diego, CA. We are dedicated to serving the best possible coffee while supporting farms socially, economically, and environmentally, and enriching our community. Our vision is to grow sustainably through retail expansion, the introduction of new products, and direct-to-consumer channels.

Bird Rock Coffee Roasters is an equal opportunity employer committed to creating a diverse and inclusive workplace.

Compensation: $22.00 - $26.00 per hour

JOIN TEAM BIRD ROCK COFFEE!

We are looking for exceptional, inspirational and motivated team members.

Recognized as Roaster of the Year in 2012—a national once-in-a-lifetime award given by Roast Magazine—Bird Rock Coffee Roasters is proud to have put Direct Sourced, Single Origin, exceptional coffee on the map in San Diego. A regular contributor to the international coffee industry, a consistent winner of scores above 90 from Coffee Review, and the North American Golden Bean Awards, the recipient of a 2023 Good Food Award, and with a Q-Grader certified Director of Coffee on site, Bird Rock's staff is sought after throughout the world for their coffee expertise. Going beyond the perfect latte, Bird Rock Coffee Roasters has a top-quality roasting program on site, a pour-over bar featuring some of the best, seasonal varietals, monthly staff cuppings, and a deep dive into the selection process and all things coffee. Bird Rock Coffee Roasters goes beyond the confines of the fair trade structure and engages in direct trade with farmers, and is proud to serve the best coffee, prepared with the utmost respect to those who grew it.

THE COMMUNITY

At Bird Rock Coffee Roasters, we believe in giving back—to the farmers and to our own community. We’re actively involved in almost every community event in Bird Rock because it’s important to be part of something bigger than ourselves. Bird Rock Coffee Roasters takes pride in showcasing the talents of local artists and performers of the Bird Rock Community. To participate or inquire about displaying your artwork in Bird Rock Coffee Roasters’ Coffee Bar, please EMAIL Bird Rock Coffee Roasters.

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