Operations & AR Specialist
International Fragrance Company
Location: South Florida (on-site, with occasional remote flexibility)
Department: Finance & Operations
Reports To: Managing Director Americas
Compensation: $50,000 base salary + $600/month health insurance stipend (total package: $57,200)
About Us
We are a French fragrance house founded in 1981 and distributed in over 80 countries. We develop, manufacture, and distribute quality fragrance products for a diverse global customer base across wholesale, distribution, retail, and e-commerce channels.
We are establishing our South Florida office as part of our US market launch. This is a unique opportunity to join a small, entrepreneurial team where your contributions will have direct impact on business outcomes, with real opportunities for professional growth.
Position Summary
The Order Management & AR Specialist manages customer sales orders from entry through fulfillment, and oversees accounts receivable activities including invoicing, payment application, account reconciliation, and collections. A key part of this role is liaising with our headquarters in France to transmit and coordinate US customer orders.
The ideal candidate is organized, detail-oriented, and comfortable managing both customer-facing and internal coordination tasks in a fast-moving environment.
Key Responsibilities
Sales Order Management
- Process and manage customer sales orders accurately and efficiently
- Verify pricing, product availability, customer terms, and shipping requirements
- Transmit and coordinate US orders with the France headquarters team
- Coordinate with warehouse, logistics, and customer service to ensure timely fulfillment
- Monitor order status and proactively communicate updates or issues to customers and internal stakeholders
- Resolve order discrepancies, pricing issues, and shipping concerns
- Maintain accurate customer records and order documentation within the ERP system
Accounts Receivable
- Generate and distribute customer invoices in a timely manner
- Apply customer payments and reconcile accounts accurately
- Monitor AR aging reports and follow up on outstanding balances
- Communicate professionally with customers regarding payment status and account discrepancies
- Investigate and resolve billing disputes, short payments, deductions, and credit requests
- Assist with month-end closing activities and AR reporting
Customer & Business Support
- Build and maintain strong relationships with domestic and international customers
- Collaborate with Sales, Operations, and Finance teams to improve customer satisfaction and efficiency
- Support process improvements related to order management, invoicing, and collections
- Assist with credit reviews and customer account setup as needed
- Prepare reports related to order volume, receivables, and account performance
- Participate in trade shows and occasional retail store visits
Qualifications
Required
- Associate's or Bachelor's degree in Business Administration, Accounting, Finance, or related field
- 3–5 years of experience in sales order processing, accounts receivable, or order management
- Experience with ERP systems (SAP, NetSuite, Microsoft Dynamics, Sage, or similar)
- Strong knowledge of AR processes: invoicing, collections, and account reconciliation
- Proficiency in Microsoft Excel and Office applications
- Strong organizational, problem-solving, and communication skills
- Ability to manage multiple priorities in a fast-paced, entrepreneurial environment
Preferred
- Experience in consumer goods, beauty, fragrance, cosmetics, or distribution industries
- Experience managing international customer accounts or export orders
- Knowledge of shipping documentation and international trade terms
- Experience with EDI, customer portals, or major retail accounts
Key Competencies
- Customer Focus
- Attention to Detail
- Financial Accuracy
- Cross-functional Coordination (including with international HQ)
- Problem Solving
- Time Management
- Team Collaboration
- Process Improvement
What We Offer
- Base salary: $50,000/year
- $600/month health insurance stipend (managed independently by the employee)
- Total package value: $57,200/year
- Fast-track career growth opportunities tied to US market development
- Paid time off and company holidays
- Collaborative, entrepreneurial team environment with direct exposure to a global fragrance brand
We are an equal opportunity employer and value diversity in our workplace.
Pay: $50,000.00 per year
Benefits:
- Health insurance
- Paid time off
Work Location: In person
