AR/AP Operations Coordinator
The AR/AP & Operations Coordinator at Confidential Client is an entry-level role focused on managing order accuracy, vendor invoices, and customer billing within NetSuite, while supporting purchase-order-based accounts payable and sales/use tax compliance using Avalara. This position offers broad exposure to operations, accounting, and tax functions, providing foundational experience and growth opportunities in finance and business operations within the hydronic and HVAC industry.
About Careertakes
👉 Important disclosure: Careertakes is a third-party recruiting platform supporting this hiring process. If selected, you will be employed directly by our client, Accounting & Finance.
Applicants for this role may also receive access to additional matched opportunities through the Careertakes platform.
About Confidential Client
Confidential Client is a specialty manufacturers’ representative supporting hydronic and HVAC systems for commercial and industrial buildings across the region. As a growing, entrepreneurial business, the organization combines the stability of established operations with the pace and flexibility of a smaller team. You’ll work directly with experienced leaders and gain exposure to the full quote‑to‑cash flow, seeing how operations supports purchasing, sales, accounting, and tax.
What You’ll Do
- Maintain purchase orders, sales orders, and invoice accuracy in NetSuite; review vendor invoices for changes in pricing, quantities, or terms and update orders accordingly.
- Work with Order Services to keep item and order data current in NetSuite and communicate discrepancies to purchasing, sales, or operations.
- Perform purchase‑order‑based AP tasks: execute 3‑way matches (PO, receiving, vendor invoice), enter approved vendor bills with correct GL coding, and route bills through NetSuite approval workflows.
- Generate customer invoices and basic credit memos in NetSuite using sales orders, shipping confirmations, and fulfillment records.
- Support tax activities using the Avalara–NetSuite integration: confirm taxability on invoices, assist with reconciliations, and help prepare filings for one to two states with guidance.
- Maintain organized, audit‑ready documentation of order changes, vendor correspondence, and billing records.
- Use NetSuite saved searches, reports, and dashboards to spot exceptions and reduce manual work; help document and maintain step‑by‑step SOPs.
- Share process improvement ideas with the Business Operations Director and Order Services team as you learn the business.
Who We’re Looking For
We encourage early‑career candidates who are motivated to learn. If you don’t meet every “nice to have,” we still encourage you to apply.
- Associate’s or Bachelor’s degree in Accounting, Finance, Business, or related field — or equivalent hands‑on accounting/operations experience.
- Some experience (internships, co‑ops, or 0–2 years) in AR/AP, order management, or accounting/operations support.
- Solid understanding of basic accounting concepts (debits/credits, GL coding, reconciliations).
- Comfortable working in Excel (VLOOKUP/XLOOKUP, pivot tables, reconciliations).
- Strong attention to detail, organization, and follow‑through; ability to handle multiple tasks and deadlines.
- Clear written and verbal communication skills; professional interaction with vendors, customers, and internal teammates.
Nice to Have
- Exposure to NetSuite (vendor bills, purchase orders, sales orders, invoices, credit memos) or a similar ERP.
- Familiarity with Avalara or other sales tax tools and basic sales/use tax filing.
- Experience assisting with sales and use tax returns or responding to state tax questions.
- Understanding of workflow tools (e.g., NetSuite SuiteFlow, approval workflows) or process automation concepts.
Why This Role Is a Great Entry Point
- Direct access to leadership — report to the Business Operations Director and collaborate across teams to see how decisions are made.
- Broad business exposure across purchasing, sales, operations, accounting, and tax to build well‑rounded skills.
- Formal training and on‑the‑job coaching on NetSuite, Avalara, and industry basics, with a clear path to more advanced operations, finance, or systems roles.
- High impact — accurate orders, invoices, and tax filings directly support customers, vendors, and financial results.
No phone calls or drop‑ins please.
Equal Opportunity & Hiring Transparency
Careertakes and our client are Equal Opportunity Employers committed to building a diverse and inclusive workforce. We prohibit discrimination or harassment of any kind. To support a fair and efficient hiring process, AI tools may be used to assist with application review or resume screening. These tools do not replace human decision-making. Final hiring decisions are made by people.
If you have questions about how your data is used, please contact us directly.
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