Operations & Accounting Coordinator

Job Title: Operations & Accounting Coordinator Department: Finance

• Reports To: CEO/CFO but will have a dotted line to HR and COO

Classification: Full-Time, Salaried Location/Schedule: HQ-based, primarily weekdays with periodic site visits to restaurant locations

Cream City Concepts – Milwaukee, WI

Cream City Concepts is Milwaukee’s premier hospitality group, bringing people together through vibrant entertainment spaces, exceptional food and drinks, memorable private events, off-site catering, and cozy downtown Airbnb stays. Our growing portfolio includes local favorites like Who’s on Third, Who’s on Layton, Oak Barrel Public House, Cream City Catering, and Third Street Properties.

We’re looking for passionate, detail-oriented professionals who thrive in dynamic environments and want to grow with a company that values excellence, creativity, and teamwork.

About the Role:

The Operations & Accounting Coordinator supports HR, Accounting, and Operations across multiple restaurant locations through bookkeeping, data verification, payroll support, purchasing documentation, KPI integrity, workflow technology stack reconciliation, and structured office organization. This is a non‑supervisory support role designed to keep financial and operational information accurate, organized, and ready for leadership review.

Primary Objective

• Maintain accurate, consistent administrative systems for payroll verification, inventory and ordering records, costing analysis, and SOP/recipe documentation; coordinate cross-department communication; and verify that required information is complete and accurate before leadership review.

Key Responsibilities:

Financial & Bookkeeping Support Enter and code invoices into QuickBooks Online (QBO). Match invoices with purchase orders, receiving slips, and delivery logs.

• Maintain accurate digital attachments for audit-ready documentation.
• Assist with reconciliations, vendor credits, and cost coding accuracy.

Payroll & HR Compliance Support Verify hours, job codes, tips, and adjustments before payroll processing.

• Support HR with onboarding documentation, personnel file updates, and I‑9 compliance.
• Maintain secure, confidential payroll and personnel files.
• Assist in resolving payroll discrepancies and documentation errors.

Purchasing & Cost Documentation

• Track purchasing documentation across all locations.

Verify product counts, pricing, substitutions, shortages, and credits.

• Maintain recipe and cost files with updated yields, pricing, and portion standards.
• Assist in usage vs. purchase cost verification and basic cost analysis.

KPI & Data Accuracy Verification Verify weekly KPI entries including labor %, COGS %, discounts, voids, and waste. Cross-check KPI data with Toast, 7shifts, MarginEdge, and QBO.

• Identify missing, inaccurate, or incomplete submissions and follow up with responsible managers.
• Document discrepancies and escalate recurring issues to leadership.

Workflow Technology Stack Reconciliation Verify accurate data sync across Toast, 7shifts, MarginEdge, QBO, and shared drives.

• Identify mismatches, sync errors, or incomplete data transfers and route for correction.
• Maintain a daily/weekly technology verification checklist.
• Support onboarding and user setup for systems connected to the Teams-based communication environment.

Office, Filing & Technology Coordination

• Maintain organized shared-drive folders and digital filing systems.
• Create, maintain, and improve standardized filing structures across HR, Accounting, Operations, and Culinary.
• Conduct monthly document audits for compliance, accuracy, and version control.
• Maintain, track, and replenish office supplies (paper, toner, folders, labels, batteries, etc.).
• Ensure small office equipment (printers, scanners, monitors) is functional; coordinate repairs when needed.
• Support Microsoft Teams communication hub including channel structure, file organization, access permissions, and basic troubleshooting.
• Provide light technical support for staff: login troubleshooting, folder access corrections, and calendar/meeting support.

Cross Department Coordination & Follow-Through Serve as an administrative liaison between HR, Accounting, Operations, and culinary teams.

• Track open tasks until completion; verify and document all resolutions.
• Maintain professional communication, confidentiality, and accuracy at all times.
• Document meeting notes, SOP revisions, updated processes, and administrative changes.

Scope Boundaries & Standards

This role is supportive and non-supervisory but does require strong relationship building and emotional intelligence. The Coordinator verifies, organizes, and prepares documentation but does not perform operational tasks such as ordering, inventory execution, prep, staff management, or cost-running. Responsibility for operational execution remains with the GMs, Chefs, and operational managers.

Qualifications:

2+ years bookkeeping, AP/AR, or accounting support experience Proficiency with QuickBooks Online and spreadsheet applications Strong organization, follow-through, and communication skills High attention to detail and confidentiality Hospitality experience helpful but not required Qualified candidates must be legally authorized to work in the United States

This position involves standing, walking, bending, and lifting up to 50 pounds from time to time. Success in the Role Vendor invoices are entered correctly into QBO within 48 hours of receipt. Invoice-to-PO mismatches are identified and routed the same day. Payroll inputs (hours, tips, job codes) are verified before deadlines.

Weekly labor verification report completed each Monday before noon. Weekly KPI tracker entries match Toast, 7shifts, MarginEdge, and QBO. Technology stack remains in sync with no recurring mismatches. All inventory and cost packets are filed accurately and on time. Shared-drive folders remain clean, structured, and compliant.

All required documentation is present, accurate, and audit-ready. Communication loops remain closed—no missing tasks or unverified items. Weekly and monthly admin cadence is followed consistently.

Compensation & Schedule:

Salary Range: $48,000 – $58,000 annually (experience-based) Benefits: Health insurance, PTO, dining discounts.

• Schedule: Weekdays • HQ-based with periodic site visits

Why This Role Matters

The Operations & Accounting Coordinator is the accuracy anchor for Cream City Concepts. This role ensures that financial, operational, HR, and administrative documentation is consistent, verified, and organized before reaching leadership. By maintaining clean data across QBO, Toast, 7shifts, MarginEdge, Teams, and shared folders, the Coordinator reduces rework, minimizes errors, and improves decision-making accuracy across the company. Managers and chefs rely on this role to keep the administrative systems stable and predictable, enabling them to focus on leading their teams and driving exceptional guest experiences.

EQUAL OPPORTUNITY EMPLOYER:

The policy of the Company is to ensure equal opportunity for all qualified applicants and employees without regard to race, color, religion, gender, marital status, sexual orientation, national origin, ancestry, age, gender identity, gender expression, disability, citizenship, pregnancy, veteran status, membership in any active or reserve component of the U.S. or state military forces, genetic history or information or any other category protected by law.

Other duties, responsibilities, and activities may change or be assigned at any time with or without notice as assigned by the Manager. The job description does not constitute a contract of employment, and the position remains at-will. Other duties, responsibilities and activities may change or be assigned at any time with or without notice as assigned by the Manager. The job description does not constitute a contract of employment, and the position remains at-will.