Job Description

Business Operations Coordinator

Location: Oxnard CA

Classification: – Non-exempt Employment

Type: Full-time, at will

Department: Operations

Reports To: Chief Operating Officer (COO)

Job Summary

We are seeking a proactive, detail-oriented, and highly organized individual to join the team. The Business Operations Coordinator plays a key role in ensuring the smooth execution of administrative and operational activities in our North American, Oxnard office. This position combines hands-on administrative execution with cross-departmental coordination, providing to the leadership team in managing processes, reports. We are looking for a trustworthy and motivated individual, who in total compliance helping to streamline business processes and improve overall efficiency.

Key Responsibilities:

• Financial Record-Keeping
• Provide and maintain accurate and up-to-date financial records, including accounts payable, general ledger entries, and bank reconciliations.
• Enter data into the accounting system and ensure the integrity of financial information.

Transaction Processing

• Process and review financial transactions, such as invoices, bills, payments, expense reports, and purchase orders.
• Verify the accuracy and completeness of supporting documentation.
• Ensure timely and accurate recording of transactions in compliance with established policies and procedures.
• Cooperate with the Leone headquarter financial dept. to ensure smooth intercompany operations

Accounts Payable

• Manage the accounts payable function, including vendor invoice processing, payment preparation, and vendor communication.
• Reconcile vendor statements, resolve discrepancies, and follow up on outstanding issues.
• Maintain vendor records and update payment terms as necessary.
• Issue proforma invoices and bill credit to vendors for defective products.

Taxes

• Work closely with the COO, CPA and the external consultants to fulfil the fiscal obligations
• Sales Tax filing

Other

• Conducting research and gathering data to support decision-making processes
• Act as a liaison between COO and third parties (e.g. insurance, health insurance, government agencies, building association) Providing administrative support on administrative requirements as requested, including general employee coordination on priorities
• Ensuring compliance with legal, regulatory, and ethical standards in all business operations
• Providing administrative support to executives and other team members
• Monitor and track operational KPIs, reporting key data and trends to management
• Facilitate internal workflows and optimize process improvements in collaboration with the Operations team
• Handle confidential information with discretion and maintain professional integrity
• Perform other duties as assigned
• Travels as required
• Other duties and responsibilities linked to additional projects, if required.

Qualifications:

• Associate degree and/or Office Management experience
• 5+ years of experience in operations and/or book keeping in related field is preferred
• Strong proficiency in accounting software is required; familiarity with QuickBooks is a plus
• Solid organizational and time-management skills, with the ability to multitask and prioritize effectively
• Excellent communication skills—both written and verbal
• Analytical mindset with a problem-solving attitude
• Ability to work independently and in a team, maintaining flexibility in a dynamic work environment
• Ability to handle confidential information with integrity and professionalism.
• Bilingual (English/Italian) is a plus but not mandatory. Bilingual English/Spanish also valuable.

Ideal Attributes

• Quick-thinking, perceptive, and able to synthesize complex information into clear action
• Polished & Professional
• Operationally Fluent: understanding how systems work, where inefficiencies lie, and how to build scalable solutions
• Self-Directed & Disciplined: manage your work and time like an executive—without waiting to be told
• Confidential & Trusted: handle sensitive matters and executive-level information with the utmost care
• Highly flexible and available to work also on issues not limited to accounting dept.
• Leadership-Ready

Work Schedule & Expectations:

• Full-Time, preferably shift starts at 7.30 AM
• Occasional early morning responsiveness expected for critical deadlines or emerging issues (Parent company is in Europe)
• Must be based near company site and able to travel locally and regionally as needed (driver’s license required)

Compensation & Benefits:

• Salary: (commensurate with experience).
• Health, Dental, Vision Insurance
• Paid Time Off (PTO), Paid Holidays as per internal regulations.

This is a full-time/direct hire/on-site role.

Qualified and interested candidates are urged to apply:

Zach Hoofring, zach@avalonstaffing.com,

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