Invoice and Supply Sync Manager

Come build something true with us.
At True Sea Moss, we’re on a mission to bring real, wild nourishment back into people’s lives. Our products are rooted in nature, clean by design, and crafted with care. As we grow, we’re not just scaling orders — we’re building the operational systems that keep our supply chain, vendors, warehouses, and finances aligned.

That’s where you come in.

We’re looking for an Invoice & Supply Sync Manager who can bring structure, accuracy, and visibility to the flow of invoices, purchase records, shipping documents, inventory updates, and vendor communication.
This role sits at the intersection of supply chain operations, accounts payable coordination, document management, and cross-functional follow-up. It’s not just about keeping files organized — it’s about making sure the right information reaches the right people at the right time, so decisions can be made clearly and operations can keep moving.

Now — who are we looking for?
You’re highly structured, detail-oriented, and proactive. You like clean trackers, clear documentation, reconciled numbers, and well-managed follow-ups. You’re comfortable working with invoices, purchase orders, vendors, warehouses, internal teams, and accounting systems — and you know how to spot when something doesn’t match.
You can manage multiple moving parts without losing the details, and you’re calm enough to follow a discrepancy through until it’s resolved.

What You’ll Be Doing
Collect, review, and organize vendor invoices and supporting documents
Verify invoice details against purchase orders, receiving records, approved pricing, and shipment documentation
Track invoice approval status, payment readiness, missing documents, and open discrepancies
Coordinate with Finance and Accounting on coding issues, payment schedules, invoice questions, and backup documentation
Maintain invoice tracking logs, payment schedules, and organized records for accounting and audit purposes
Coordinate inventory-related documentation between suppliers, warehouses, fulfillment centers, freight providers, and internal teams
Track inbound shipments, freight invoices, receiving confirmations, inventory discrepancies, and related follow-ups
Support reconciliation of purchase orders, goods received, supplier invoices, inventory adjustments, and logistics costs
Follow up on missing invoices, packing lists, BOLs, proofs of delivery, receiving confirmations, and inventory updates
Keep communication records, escalation notes, and open operational items clearly organized
Update operational and accounting systems with accurate invoice, supply, and inventory-related data
Maintain organized digital filing structures for invoices, shipping documents, vendor records, and reconciliation materials
Support reporting related to AP aging, supply costs, freight expenses, inventory variances, and open purchase orders
Assist with month-end close processes and reconciliation procedures

What You Bring
2+ years of experience in accounts payable, supply chain coordination, operations administration, inventory support, logistics support, or a similar role
Strong attention to detail and excellent organizational skills
Experience working with invoices, purchase orders, vendor communication, and supporting documentation
Understanding of basic accounts payable workflows and approval processes
Ability to compare records, identify discrepancies, and follow up until issues are resolved
Confidence working with spreadsheets, trackers, digital folders, and operational systems
Ability to manage multiple priorities, deadlines, and communication threads at the same time
Strong written and verbal communication skills
English proficiency required
Proactive, structured, and solutions-oriented approach to daily operations

Nice-to-Haves
Experience with QuickBooks, NetSuite, Bill.com, or similar accounting / ERP systems
Experience with Amazon, Shopify, TikTok Shop, or e-commerce operations
Background in e-commerce, CPG, manufacturing, logistics, fulfillment, or inventory-heavy environments
Understanding of inventory reconciliation, freight costs, and warehouse documentation
Advanced Excel or Google Sheets skills
Experience supporting month-end close or audit preparation

Why Work With Us
Behind every clean customer experience is a team making sure the operational details are accurate, visible, and under control.
You’ll help us strengthen the systems that connect our suppliers, warehouses, operations, and finance teams — making sure invoices, inventory updates, shipping documents, and payment workflows move clearly and reliably.
We listen. We care. We build things that last.

Here’s How We Back Our Words with Care
Welcome pack and custom True Sea Moss merch to start strong
Sports reimbursement to support your mental and physical well-being
Additional vacation days beyond standard holidays
Coaching & career development sessions to fuel your growth
Corporate English lessons to help you sharpen communication
WHOOP membership to support your health and recovery
Coworking membership for flexibility and focus
Sabbatical options after long-term contributions
Travel and project grants to support personal growth and creativity

So — does this sound like your kind of work?
If you’re structured, detail-oriented, and ready to bring clarity to the systems behind a fast-growing brand — we’d love to hear from you.

Let’s make things worth remembering.