Logistics & Bookkeeping Coordinator

Logistics & Bookkeeping Coordinator

Position: Logistics & Bookkeeping Coordinator
Employment Type: Full-Time
Department: Operations & Finance
Reports To: Operations Manager / Management
Company: Craftamo

About Craftamo

Craftamo is an international art supplies and creative products company that collaborates with artists and creators around the world to develop unique brushes, art materials, subscription products, and limited-edition collections.

We work with manufacturers, warehouses, logistics providers, artists, and customers across multiple countries. As the business continues to grow, we are looking for a highly organised and detail-oriented Logistics & Bookkeeping Coordinator to support both our logistics operations and day-to-day financial administration.

This is a hybrid role suited to someone who enjoys working with numbers, solving operational problems, maintaining accurate records, and making sure things happen when they’re supposed to.

Key Responsibilities

Logistics & Fulfilment

• Coordinate day-to-day communication with our warehouses, fulfilment partners, freight forwarders, and other logistics providers.
• Monitor outgoing customer shipments and investigate delayed, lost, returned, or incorrectly processed shipments.
• Review warehouse and shipping charges for accuracy.
• Compare logistics invoices against actual shipments and agreed rates.
• Maintain accurate records of freight, fulfilment, storage, and other logistics costs.
• Coordinate inbound shipments from manufacturers to fulfilment warehouses.
• Track production and shipment schedules to ensure inventory arrives on time.
• Assist with customs documentation, commercial invoices, packing lists, and other shipping documentation.
• Monitor inventory levels and identify potential shortages or discrepancies.
• Reconcile warehouse inventory reports against internal records.
• Investigate inventory discrepancies with warehouses and suppliers.
• Maintain organised records of purchase orders, shipments, invoices, and inventory movements.
• Assist Management with calculating landed costs and true product fulfilment costs.

Bookkeeping & Financial Administration

• Maintain accurate and up-to-date bookkeeping records.
• Record and categorise business expenses correctly.
• Reconcile bank accounts, credit cards, payment processors, and other financial accounts.
• Record supplier invoices and track amounts payable.
• Match supplier invoices against purchase orders, quotations, and payments.
• Maintain accounts payable records and payment schedules.
• Prepare supplier payments for Management approval.
• Track outstanding invoices, credits, refunds, and supplier balances.
• Maintain organised digital records of invoices, receipts, statements, and supporting documentation.
• Assist with monthly financial reconciliations and month-end reporting.
• Prepare bookkeeping information and supporting documentation for Management, the CFO, accountants, and auditors when required.
• Identify duplicate charges, incorrect invoices, unexplained transactions, or other discrepancies.
• Maintain accurate records within the company’s accounting software and financial spreadsheets.

Cost Control & Reconciliation

A particularly important part of this position will be connecting our physical operations with our financial records.

The successful candidate will:

• Reconcile warehouse invoices against actual fulfilment activity.
• Check shipping charges against agreed logistics rates.
• Monitor freight and fulfilment costs and flag unusual increases.
• Compare supplier invoices against approved purchase orders.
• Reconcile inventory purchases against inventory received.
• Track deposits and balance payments made to manufacturers.
• Maintain accurate product cost information.
• Help calculate landed product costs, including manufacturing, freight, duties, packaging, and fulfilment expenses.
• Investigate discrepancies before invoices are approved for payment.
• Produce clear reports highlighting unusual charges, discrepancies, or opportunities to reduce costs.

Regular Reporting

The Logistics & Bookkeeping Coordinator will maintain and provide regular reporting covering areas such as:

• Inventory levels
• Incoming inventory
• Outstanding purchase orders
• Supplier balances
• Upcoming payments
• Warehouse charges
• Freight and shipping costs
• Inventory discrepancies
• Bank and account reconciliations
• Outstanding bookkeeping items
• Logistics issues requiring Management attention

The goal is to ensure Management always has a clear and accurate picture of both where our inventory is and where our money is going.

Required Skills & Experience

We are looking for someone with:

• Previous experience in bookkeeping, accounting support, finance administration, logistics, supply chain, or operations.
• Strong numerical ability and excellent attention to detail.
• Experience reconciling financial transactions and identifying discrepancies.
• Strong spreadsheet skills, particularly Excel and/or Google Sheets.
• Experience using bookkeeping or accounting software such as Xero, QuickBooks, or similar.
• Strong organisational and record-keeping skills.
• Ability to manage multiple suppliers, invoices, shipments, and deadlines simultaneously.
• Excellent written communication skills.
• Confidence communicating with suppliers, warehouses, freight forwarders, and internal team members.
• Ability to investigate problems independently rather than simply reporting that something is wrong.
• High level of accuracy when working with financial information.

Preferred Experience

Experience in any of the following would be particularly valuable:

• E-commerce
• Shopify
• International logistics
• Freight forwarding
• Chinese manufacturers or suppliers
• Third-party fulfilment warehouses (3PLs)
• Inventory management
• Accounts payable
• Inventory accounting
• Purchase order management
• International supplier payments
• Xero
• Google Sheets / Microsoft Excel

What We’re Looking For

This role requires someone who is naturally meticulous.

You should be the type of person who notices when:

• An invoice doesn’t match the agreed quotation.
• A warehouse has charged the wrong shipping rate.
• Inventory numbers suddenly don’t reconcile.
• A supplier has invoiced something twice.
• A purchase order hasn’t arrived when expected.
• A payment amount doesn’t match the invoice.
• Shipping costs have increased unexpectedly.

We don’t want someone who simply records information.

We want someone who checks it, questions it, reconciles it, and follows through until discrepancies are resolved.

Authority & Financial Controls

The Logistics & Bookkeeping Coordinator will be responsible for preparing and maintaining financial records but will operate within appropriate financial controls.

The position may prepare supplier payments and payment schedules; however, significant payments will remain subject to Management approval.

The role should not independently control the complete process of creating, approving, and releasing significant supplier payments.

This separation helps maintain strong internal financial controls.

Working Style

This position would suit someone who:

• Is highly organised.
• Enjoys working with numbers.
• Likes investigating discrepancies.
• Takes ownership of problems.
• Is comfortable following up repeatedly when something hasn’t been resolved.
• Can work independently without constant supervision.
• Communicates clearly and professionally.
• Understands that small financial discrepancies can become significant when multiplied across hundreds or thousands of transactions.

Why Join Craftamo?

This is an opportunity to take ownership of an important function within a growing international creative business.

Rather than being limited to traditional bookkeeping, you’ll gain exposure to the complete operational cycle — from manufacturing and inventory through international freight, fulfilment, customer orders, and financial reconciliation.

For the right person, there is significant potential for the position to develop into a broader Operations & Finance role as the company continues to grow.