Remote Back Office & Operations Coordinator
Position: Remote Back Office & Operations CoordinatorWork Arrangement: RemoteReports To: Owner / ManagementBusiness: Multi-Location Convenience Store & Gas Station OperationsEmployment Type: Full-Time / Part-Time depending on experience
Position Overview
We are seeking a highly organized, dependable, detail-oriented Remote Back Office & Operations Coordinator to support the day-to-day administrative and financial operations of multiple convenience store/gas station locations.
This is not simply a data-entry position. The person in this role will act as a central back-office point of coordination between ownership, store managers/employees, vendors, accounting/payroll contacts, and other business partners.
A major responsibility will be ensuring that invoices, vendor credits, pricing information, store paperwork, and operational issues are properly received, entered, tracked, followed up on, and resolved.
The ideal candidate is proactive and organized and does not wait for management to discover missing invoices, discrepancies, or unfinished work.
Key Responsibilities
1. Invoice Processing & S2K Data Entry
- Receive scanned invoices from all store locations daily.
- Review invoices for completeness and readability.
- Organize invoices by store, vendor, invoice date, and invoice number.
- Enter invoices accurately and timely into Series2K (S2K).
- Verify:
- Invoice number
- Invoice date
- Vendor
- UPC/item information
- Quantities
- Unit/case costs
- Extended costs
- Taxes
- Fees
- Deposits
- Discounts
- Credits
- Total invoice amount
- Identify cost changes that may require retail price adjustments.
- Flag unusual price increases, duplicate invoices, unexpected charges, or discrepancies.
- Maintain an organized digital record of processed invoices.
- Ensure invoices are not entered twice.
- Track invoices that have been received but are still pending entry or resolution.
Expectation: Routine invoices should be processed promptly so the back office remains current rather than developing an invoice backlog.
2. Vendor Coordination
Communicate directly with vendors regarding routine administrative matters, including:
- Missing invoices
- Invoice copies
- Statements
- Credits
- Damaged merchandise
- Short deliveries
- Missing products
- Pricing discrepancies
- Duplicate charges
- Incorrect quantities
- Returned merchandise
- Account questions
- Outstanding credits
Maintain professional communication with vendor representatives and document unresolved matters.
Follow up until issues are actually resolved, rather than simply sending an email and considering the task complete.
Escalate significant financial discrepancies or disputes to ownership.
3. Store Employee & Manager Coordination
Serve as a back-office contact for store employees and managers.
Communicate with stores regarding:
- Missing invoices
- Poor-quality invoice scans
- Missing invoice pages
- Delivery discrepancies
- Vendor credits
- Price changes
- Required paperwork
- Daily reports
- Operational documentation
- Missing information needed by management
Employees should receive clear instructions regarding what information is needed and when it is due.
The coordinator must professionally follow up when documentation is missing rather than waiting for ownership to discover the issue.
4. Invoice Tracking & Document Management
Maintain an organized digital filing system for each location.
Suggested structure:
Store → Year → Month → Vendor / Invoice
Each invoice should be identifiable using a consistent naming convention, such as:
STORE – VENDOR – DATE – INVOICE NUMBER
Example:
Yakima Petro – Core-Mark – 08-23-2026 – INV123456.pdf
Maintain separate records when appropriate for:
- Vendor invoices
- Credits
- Statements
- Utility bills
- Repair invoices
- Maintenance invoices
- Fuel invoices
- Lottery documentation
- Payroll documentation
- Compliance paperwork
- Other business expenses
5. Pricebook & Cost Monitoring
Assist management with maintaining accurate product costs and retail pricing.
Responsibilities may include:
- Identifying cost changes from vendor invoices.
- Comparing new costs with existing S2K costs.
- Flagging products with significant cost increases.
- Identifying products with potentially inadequate margins.
- Assisting with price changes as directed.
- Identifying new UPCs or products that need to be created in the system.
- Reporting products that do not scan or appear incorrectly in the system.
The coordinator should develop an understanding of the stores’ major product categories and recurring vendors.
6. Financial & Back-Office Reconciliation Support
As training progresses, the employee may assist with additional back-office reconciliation, including:
- Daily sales reports
- Safe drops
- Cash deposits
- Bank deposits
- Credit card settlements
- Fuel settlements
- Vendor payments
- Lottery reports
- Lottery settlements
- POS payouts
- Refunds
- Store expenses
- Payroll information
- Royalty or franchise charges
- Fuel deliveries and gallons
- Other store-level financial discrepancies
The purpose is to help management identify situations where store records, POS records, vendor records, S2K records, and bank activity do not agree.
Any unexplained discrepancy should be documented and escalated.
7. Accounts Payable Support
Maintain visibility into bills and vendor obligations.
Responsibilities may include:
- Maintaining a list of bills received.
- Recording invoice due dates.
- Identifying past-due invoices.
- Comparing vendor statements against invoices on file.
- Identifying missing invoices.
- Identifying duplicate invoices.
- Identifying unapplied credits.
- Preparing bills for management review/payment.
- Following up with vendors regarding disputed balances.
The employee will not independently authorize payments unless specifically authorized by ownership.
8. Operational Follow-Up
This position requires active follow-through.
Examples:
If an invoice is missing → contact the store.
If the store does not have it → contact the vendor.
If a credit was promised → track it until it appears.
If an invoice total does not match → investigate the discrepancy.
If a cost changes substantially → flag it for management.
If required paperwork was not submitted → follow up with the responsible employee/manager.
The goal is to solve routine problems independently while escalating important financial or operational decisions to ownership.
9. Daily Responsibilities
Each working day, the coordinator should review:
- New invoices received from each location.
- Missing or incomplete invoice submissions.
- Pending S2K invoice entries.
- Vendor emails and correspondence.
- Outstanding vendor discrepancies.
- Credits awaiting resolution.
- Documents requested from store employees.
- Tasks requiring management approval.
- Any urgent financial or operational discrepancies.
By the end of the workday, management should have visibility into anything that remains unresolved.
10. Weekly Responsibilities
Prepare a concise weekly status update showing:
Invoices
- Number received
- Number entered
- Number pending
- Missing invoices
Vendor Issues
- Open disputes
- Missing credits
- Pricing discrepancies
- Missing documentation
Store Issues
- Stores failing to submit required paperwork
- Repeated documentation problems
- Operational items requiring management attention
Financial Concerns
- Unusual charges
- Duplicate invoices
- Significant cost increases
- Unexplained discrepancies
Outstanding Tasks
Each open item should include:
Issue | Store | Responsible Party | Date Opened | Current Status | Next Action
Required Skills
The ideal candidate should have:
- Excellent attention to detail.
- Strong organizational skills.
- Strong written and verbal communication.
- Ability to work independently.
- Strong follow-up skills.
- Basic accounting/bookkeeping understanding.
- Comfort working with invoices and financial documents.
- Excel/Google Sheets proficiency.
- Email and digital document-management skills.
- Ability to learn new software quickly.
- Ability to manage multiple locations and priorities simultaneously.
Experience with Series2K (S2K), convenience stores, gas stations, retail accounting, accounts payable, inventory management, POS systems, or fuel operations is strongly preferred but can be taught to the right candidate.
What Success Looks Like
A successful person in this position will ensure:
- Invoices are entered accurately and on time.
- There is no growing back-office invoice backlog.
- Missing invoices are identified quickly.
- Vendor credits are followed through until received.
- Cost discrepancies are caught.
- Documents are organized and easy to retrieve.
- Store employees consistently submit required paperwork.
- Vendor statements can be reconciled.
- Management does not have to repeatedly ask whether something was completed.
- Important discrepancies reach ownership quickly.
- Routine administrative issues are handled without requiring constant owner involvement.
Important Working Principle
This position requires ownership of tasks from beginning to resolution.
The expectation is not:
“I sent an email.”
The expectation is:
“The issue has been resolved, documented and closed — or it has been escalated because management intervention is required.”
Accuracy is extremely important because the employee will be working with business financial records, invoices, inventory information, vendor accounts, and confidential company information.
Confidentiality & Access
The employee may have access to confidential business information including financial records, invoices, sales information, vendor pricing, employee information, and business systems.
All company information must remain confidential.
System access must only be used for authorized business purposes.
Passwords and login credentials may not be shared with unauthorized individuals.
The employee may not authorize payments, change banking information, issue checks, transfer money, or make significant financial commitments without explicit authorization from ownership.
Ideal Candidate
...
Pay: ₹22,320.48 - ₹24,509.84 per month
Benefits:
Shift:
- Day shift
- Evening shift
- Morning shift
- Night shift
- Overnight shift
Work Location: Remote
