Admin & Accounts Payable Coordinator

Position Summary
Volition Brewing is looking for a part-time Admin & Bill Pay Coordinator to support the business with recurring administrative and back-office work. This role is responsible for bill pay, invoice tracking, vendor paperwork, and general administrative follow-through so key tasks stay organized, accurate, and on time. 

This person will help keep the back office running smoothly by supporting ownership with routine financial admin and operational paperwork. The ideal candidate is organized, detail-oriented, dependable, and comfortable managing recurring tasks with consistency. 

Core Responsibilities

Bill Pay & Invoice Management 

• Receive, organize, and track incoming invoices 
• Help ensure bills are reviewed and paid on time 
• Maintain accurate records of invoices, due dates, and payment status 
• Follow up on missing invoices, discrepancies, or incomplete documentation 
• Organize digital and physical bill pay records for easy reference 
• Communicate with ownership on upcoming payments, issues, or irregularities 

Vendor & Administrative Support 

• Maintain vendor files, paperwork, and contact information 
• Support completion and organization of vendor-related documents 
• Help track recurring administrative deadlines and obligations 
• Assist with document filing, recordkeeping, and basic reporting support 
• Organize administrative workflows so routine back-office tasks are completed consistently 

Back Office Coordination 

• Help create and maintain clean systems for bill pay and administrative organization 
• Track recurring tasks and flag anything that needs follow-up 
• Support ownership with administrative coordination and task follow-through 
• Help improve consistency and reduce missed details in day-to-day back-office operations 

Qualifications 

• Experience in administrative support, bookkeeping support, accounts payable, or office coordination preferred 
• Strong organization and attention to detail 
• Ability to manage recurring tasks accurately and independently 
• Comfortable handling sensitive financial and business information 
• Clear and professional communication skills 
• Reliable, consistent, and able to follow through without close supervision 
• Comfortable working with spreadsheets, email, and digital file organization 
• Experience with invoice tracking, bill pay, or bookkeeping support is a plus 

Key Traits for Success 

• Detail-oriented 
• Trustworthy and discreet 
• Organized and process-minded 
• Strong follow-through 
• Calm and dependable 
• Comfortable working behind the scenes 

Scope of Role 

This is a part-time back-office support role focused on administrative coordination and bill pay support. This position does not manage staff and is not responsible for Front of House service, guest issues, or event coordination. 

Not Primarily Responsible For 

• Managing taproom staff 
• Guest-facing service 
• Reservations or private event communication 
• Scheduling the FOH team 
• Handling live event execution 

What Success Looks Like 

• Bills and invoices are organized and processed on time 
• Vendor paperwork is easy to find and up to date 
• Administrative tasks are completed consistently 
• Ownership has better visibility into back-office follow-up items 
• Fewer details fall through the cracks 
• The business has cleaner, more reliable administrative systems 

Schedule 

This is a part-time role with flexible scheduling based on business needs. Some work may be done during standard weekday business hours, with occasional coordination as needed. 

At Volition Brewing, we believe in good beer, good company, and celebrating the outdoors. We're passionate about creating a space for community to recharge, connect, and enjoy craft beer made with care. Our team is inclusive, collaborative, and dedicated to delivering experiences that reflect the beauty of our surroundings and the heart of our town.