AP/AR Coordinator

Position Summary

The Accounts Payable & Receivable Coordinator is responsible for supporting the financial operations of Eagan Manufacturing through accounts payable processing, accounts receivable administration, collections activities, vendor maintenance, receiving document verification, inventory transaction support, cycle count support, and accounting record management. This position serves as a key link between Accounting, Purchasing, Customer Service, Inventory Control, and Operations while helping ensure accuracy, internal control compliance, and timely financial processing.

Reporting Structure

Reports To: Assistant Controller

Department: Finance

FLSA Status: Non-Exempt

Position Purpose

This position supports the financial health of the company through timely invoice processing, vendor payment administration, customer collections activities, receiving and invoice matching, inventory control support, and maintenance of accurate accounting records and documentation.

Accounts Payable Responsibilities

•           Process vendor invoices through GP accounting software.

•           Ensure proper account coding and expense classification.

•           Maintain bill schedules supporting cash flow forecasting.

•           Match receiving documents to purchase orders and vendor invoices.

•           Identify discrepancies and coordinate resolution with Purchasing.

•           Maintain vendor setup records, terms, and contact information.

•           Review expense documentation and credit card support documentation.

•           Maintain organized AP files and supporting records.

Accounts Receivable Responsibilities

•           Process customer payments and cash receipts through GP.

•           Maintain customer payment records and cash receipt logs.

•           Investigate unmatched receipts and invoice discrepancies.

•           Research short-payments and over-payments.

•           Review AR aging reports and identify collection risks.

•           Initiate customer contact regarding past due invoices and overdue balances.

•           Coordinate collection follow-up activities with Sales and Customer Service.

Inventory & Receiving Control Responsibilities

•           Match receiving documents to invoices and purchase orders.

•           Verify completeness and accuracy of receiving documentation.

•           Support inventory transaction accuracy and reconciliation activities.

•           Assist with inventory investigations and variance research.

•           Support physical inventory and inventory audit activities.

Cycle Count Program Support Responsibilities

•           Assist with execution of the daily Cycle Count Program.

•           Help verify inventory counts and supporting documentation.

•           Support count reconciliation and variance investigation activities.

•           Assist Inventory Control personnel with inventory accuracy initiatives.

•           Support continuous improvement efforts related to inventory accuracy.

Accounting Support Responsibilities

•           Provide month-end close support.

•           Assist with cutoff accruals and reconciliations.

•           Support AP and AR subledger reconciliations.

•           Assist with audit preparation and document retrieval.

•           Maintain organized accounting records supporting financial controls.

Detailed Essential Duties and Responsibilities

•           Process all vendor invoices for payment through GP.

•           Ensure proper distribution accounts and coding accuracy.

•           Maintain bill payment schedules supporting cash forecasting.

•           Match receiving documents to invoices and purchase orders.

•           Identify invoice variances and communicate issues to Purchasing for follow-up.

•           Assist with vendor credit applications and vendor maintenance.

•           Maintain vendor records, terms, and contact information.

•           Review expense receipts, supporting documentation, and coding accuracy.

•           Process customer payments and maintain cash receipt records.

•           Investigate unmatched receipts and invoice discrepancies.

•           Research short-payments, over-payments, and account variances.

•           Review AR aging reports and identify collection priorities.

•           Initiate customer contact regarding past due invoices and collection follow-up.

•           Coordinate collection activities with Sales and Customer Service personnel.

•           Assist with daily cycle count execution and inventory verification activities.

•           Support inventory count reconciliations and variance investigations.

•           Participate in quarterly and annual physical inventory activities.

•           Assist with month-end close, reconciliations, and accounting support projects.

•           Support audit activities by maintaining organized records and retrieving documentation.

•           Promote accuracy, accountability, and continuous improvement across accounting and inventory processes.

Performance Expectations

Maintain accurate AP and AR processing, timely collections follow-up, strong internal controls, receiving document accuracy, inventory support accuracy, and professional communication with customers and vendors.

Key Performance Indicators

Invoice processing accuracy, payment processing timeliness, AR aging reduction, collection follow-up completion, receiving/invoice match accuracy, reconciliation accuracy, cycle count participation, audit readiness, and documentation quality.

Qualifications

Associate degree preferred in Accounting, Finance, Business Administration, or related field. Experience in Accounts Payable, Accounts Receivable, bookkeeping, ERP systems, collections, or financial administration preferred.

Competencies

Attention to detail, organization, communication, customer service, confidentiality, financial accuracy, problem solving, analytical thinking, teamwork, and continuous improvement.

Physical Requirements and Work Environment

Primarily office-based environment with frequent computer and telephone use. Regular interaction with customers, vendors, Purchasing, Customer Service, Inventory Control, and Accounting personnel. Occasional participation in inventory count activities.

Acknowledgement

This job description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities, duties, or qualifications.

Pay Range

Starting pay range for this position is $17.00 to $20.00 per hour, depending on experience, qualifications, accounting background, ERP/software experience, and demonstrated ability to perform the responsibilities of the position.

Benefits

Free Health Insurance for Employee

401k