Accounts Payable & Receivable Coordinator

Basic Function

Airvac is the global leader in the Vacuum Technology System industry. The Accounts Payable & Receivable Coordinator is responsible for the accurate and timely processing of accounts payable transactions. This role supports vendor invoice processing, payment execution, and vendor master data maintenance, including ACH and banking information within NetSuite. The Accounts Payable & Receivable Coordinator ensures compliance with company policies and internal controls while maintaining accurate financial records. This position works closely with the Accounting Manager and finance team to support efficient payables operations and may provide limited support to accounts receivable activities as needed.

Duties & Responsibilities

· Process and review vendor invoices (PO and non-PO), ensuring accuracy, proper approvals, and timely entry into NetSuite.

· Support weekly payment runs by monitoring vendor bills for workflow status, confirming required approvals are completed prior to the payment run, and ensuring all necessary supporting documentation is attached and available for review and payment execution.

· Maintain vendor master data, including setup, updates, and ACH/banking information.

· Reconcile vendor accounts, monitor aging, and resolve discrepancies or outstanding items.

· Maintain organized documentation for vendor records, including W-9s, ACH forms, and supporting files.

· Assist with expense postings, including credit card transactions and related activities.

· Support month-end close processes, including accruals, reconciliations, and reporting.

· Collaborate with internal teams to support invoice processing, accruals, and issue resolution.

· Assist with posting customer payments, cash application, and basic account reconciliations.

· Monitor accounts receivable aging and support follow-up on past due balances.

· Provide backup support for invoicing processes and customer master data maintenance in NetSuite.

· Assist with AP/AR reporting, including aging and transaction summaries.

· Identify and communicate discrepancies, risks, or process improvement opportunities.

· Maintains a general understanding of the ISO 9001:2015 quality management system and quality objectives.

· Performs various other duties as assigned by Supervisor/Manager.

Required Skills

· High school diploma required; Associate’s or Bachelor’s degree in Accounting, Finance, or related field preferred.

· 1-3 years of experience in Oracle NetSuite.

· 1–3 years of experience in accounting, bookkeeping, or finance support.

· Basic understanding of accounts payable, accounts receivable, and general ledger functions.

· Strong organizational skills, attention to detail, and ability to manage multiple priorities.

· Proficiency in Microsoft Office Suite, particularly Excel.

· Ability to work collaboratively in a team environment and communicate effectively.