AP/AR Coordinator

Job Title: AP/AR Coordinator
Department: Accounting / Administration
Reports To: Controller

Position Overview

The AP/AR Coordinator supports the company’s financial and daily office operations. This role handles Accounts Payable (AP) and Accounts Receivable (AR) while also serving as the primary front desk and office support contact.

This position requires strong organization, attention to detail, and the ability to manage multiple tasks. The coordinator works closely with the Controller to keep daily operations running smoothly.

Work Schedule:
Monday–Thursday: 8:00 AM – 5:00 PM (1-hour lunch)
Friday: 8:00 AM – 3:00 PM (1-hour lunch)

Core Responsibilities

Accounts Payable (AP)

• Process vendor invoices accurately and on time
• Keep AP records organized and up to date
• Prepare payments (check, ACH, or wire)
• Reconcile vendor statements and fix discrepancies
• Respond to vendor questions the same business day
• Record journal entries
• Work with the Controller on questions or issues

Accounts Receivable (AR)

• Create and send customer invoices on schedule
• Apply payments and keep AR records current
• Review aging reports and follow up on overdue accounts
• Communicate with customers about billing and payments
• Work with sales and operations to ensure accurate billing
• Escalate complex issues to the Controller

Purchasing & Receiving

• Match purchase orders with received items and invoices
• Check quantities, pricing, and descriptions
• Report discrepancies to the appropriate team
• Keep purchasing records organized
• Assist with tracking orders and vendor follow-ups

Front Desk & Office Support

• Greet visitors and serve as the main front desk contact
• Answer and direct phone calls
• Manage incoming and outgoing mail
• Maintain organized filing systems
• Assist with scheduling and basic administrative tasks
• Order office supplies
• Help coordinate monthly lunches and employee birthdays

Shipping & Logistics

• Prepare and process FedEx shipments
• Schedule outgoing shipments
• Communicate with carriers as needed
• Keep accurate shipping records

Accounting Systems

• Use Acumatica (ERP system) to record AP/AR activity
• Ensure data is accurate and entered on time
• Maintain documentation for reporting and audits
• Support the Controller with requested information
• Perform other duties as assigned

Role Expectations

• Balance accounting, administrative, and front desk duties
• Keep financial records accurate and up to date
• Communicate clearly and ask questions when needed
• Work closely with the Controller
• Stay organized and focused while supporting the team

Qualifications

Experience

• 2+ years in AP/AR, accounting support, or similar roles
• ERP system experience is a plus

Skills

• Strong attention to detail
• Good time management and organization
• Proficiency in Microsoft Office (especially Excel)
• Clear and professional communication
• Ability to follow processes and work independently

Flexibility

This role may include helping with other tasks as needed. However, accuracy and timeliness in AP/AR work must always remain a priority.

Mission

At Custom Mechanical Equipment, we are dedicated to producing high-quality products and delivering exceptional customer service.  We focus on fostering growth, creating meaningful job opportunities, and improving the well-being of our employees and the communities we serve.

Vision

At Custom Mechanical Equipment, we will transform the mechanical industry by delivering innovative solutions that empower our customers, create abundant job opportunities, and enhance the livelihoods of our employees and the communities we serve.

Core Values

Accountability • Collaboration • Community • Innovation • Integrity • Transparency