Direct Fence Distributors

Pay: $60,000.00 - $70,000.00 per year

Job description:

Location: Carlstadt, NJ (Two locations — 770 Commercial Avenue and adjacent yard)

Schedule: Monday – Friday 8:00 AM – 5:00 PM | Saturday 8:00 AM – 12:00 PM (Mandatory)

Type: Full-Time

Compensation: based on experience | 6-month performance review available

Department: Accounting / Operations

Reports To: Sr. Accountant & Production Manager

About Direct Fence Distributors

Direct Fence Distributors (DFD) is a growing fencing distribution and installation company serving residential and commercial customers across the tri-state area for over 11 years. We operate across two Carlstadt facilities, managing a high-volume inventory of domestic and internationally sourced fencing materials including PVC, aluminum, wood, and other products.

We are a fast-paced, operationally demanding environment. The people who thrive here are organized, accountable, and take genuine pride in having accurate numbers.

What This Role Actually Is

This is a dual-function position. You will work in both the physical yard environment and the accounting system, often on the same day

On the physical side, you are the authority on what is in the yard. You receive shipments, count and verify against purchase orders, document discrepancies, and ensure materials are organized and accounted for across both locations.

On the accounting side, you own inventory in QuickBooks. Bills, POs, assemblies, reconciliations, and cost verification are yours. When the physical count and the system do not agree, you find out why and you fix it.

On the vendor side, you communicate directly with our domestic and international to resolve short-ships, defective material claims, and documentation issues. These are real disputes that require professionalism and documentation discipline.

On the process side, you have the authority and the expectation to identify gaps in how we currently manage inventory and build procedures to close them. The existing system needs improvement. You will be the one to improve it.

Core Responsibilities

Physical Inventory and Receiving

– Receive, count, and verify all incoming shipments against purchase orders and packing lists across both Carlstadt locations

– Document and photograph any discrepancies, short-ships, or damaged materials at time of receipt

– Communicate receiving discrepancies directly to vendors in writing with supporting documentation

– Maintain organized materials storage so any SKU can be located and counted at any time

– Conduct periodic physical inventory counts and reconcile results against QuickBooks records

– Monitor stock levels and flag reorder needs before inventory becomes a production constraint

QuickBooks Inventory Accounting

– Enter and maintain all inventory transactions in QuickBooks — bills, purchase orders, item receipts, and transfers — accurately and on time

– Build and maintain product assemblies in QuickBooks according to production specifications, ensuring all components, quantities, and units of measure are correct

– Reconcile inventory records regularly and investigate all discrepancies to root cause

– Support month-end close by ensuring inventory balances are accurate and all receipts are entered and matched

Vendor Communication and Dispute Resolution

– Serve as the primary operational contact for inventory-related vendor communications

– Document all vendor disputes — short-ships, defective product, pricing errors — with written records and photographic evidence

– Follow up persistently and professionally until disputes are resolved and credits or replacements are confirmed

– Maintain vendor contact logs and communication history for accounting and audit reference

Internal Controls and Process Improvement

– Identify gaps in current inventory procedures and build written SOPs to close them

– Implement controls that prevent inventory shrinkage, misallocation, and unrecorded discrepancies

– Collaborate with the accounting and logistics teams to ensure inventory data is consistent across QuickBooks, physical counts, and project records

– Maintain documentation standards that support internal review and external audit readiness

What We Need From You

– Demonstrated experience in inventory management, inventory accounting, or materials control — required

– Hands-on QuickBooks experience specifically with inventory items, assemblies, bills, and POs — required

– Proficiency in Microsoft Excel and Google Sheets for reconciliation and reporting

– Experience in construction supply, distribution, manufacturing, or a related operational environment — strongly preferred

– Direct vendor communication experience, including dispute resolution and discrepancy documentation

– Ability to work independently without daily oversight and close open items on your own initiative

– Strong written communication skills — vendor disputes and internal documentation require precision

– Associate’s or Bachelor’s degree in Accounting, Supply Chain, Business, or related field — preferred

– Relevant certifications in inventory, supply chain, or accounting — a plus