What are the responsibilities and job description for the AR/AP Operations Coordinator position at Hoffman & Hoffman Inc?
Title: AR/AP & Operations Coordinator
Location: Greensboro, NC
Department: Operations
Reports To: Business Operations Director
Are you early in your career and looking for a place where you can learn the business from the ground up and grow into a bigger operations or finance role over time? This AR/AP & Operations Coordinator position is designed as an entry‑level launchpad into our order, accounting, and tax operations.
About Hoffman Hydronics
Hoffman Hydronics is a specialty manufacturers’ representative focused on hydronic and HVAC systems that power commercial and industrial buildings across our region. We partner with leading manufacturers, engineers, contractors, and facility owners to design and deliver high‑performance comfort, process, and energy systems.
As a growing, entrepreneurial business, we combine the stability of an established company with the pace and flexibility of a smaller team. You will work directly with experienced leaders, gain exposure to how orders flow from quote to cash, and see how strong operations support every part of our business.
Position Summary
The AR/AP & Operations Coordinator is an operations‑based role that sits at the center of our order flow between Order Services, vendors, and our accounting team. You will help keep purchase orders, sales orders, and customer invoices accurate in NetSuite, support purchase‑order‑based accounts payable, and assist with basic sales and use tax activities using Avalara.
This role is ideal for someone with foundational accounting knowledge and strong attention to detail who wants to learn our systems (NetSuite, Avalara), understand how our business runs, and grow into more advanced responsibilities over time. You will receive training, documented procedures, and ongoing coaching to build your skills.
Note: This position does not handle cash applications or issue payments to vendors; those functions are managed by our Finance/Accounting team.
What You Will Do
Maintain Orders in NetSuite
- Review vendor invoices for changes in pricing, quantities, or terms and update purchase orders and sales orders in NetSuite accordingly.
- Work closely with the Order Services team to ensure our orders and item data in NetSuite are always current and accurate.
- Communicate invoice or order discrepancies to purchasing, sales, or operations and help drive resolution.
- Keep organized, audit‑ready documentation of order changes and related vendor correspondence in our systems.
Support Purchase‑Order‑Based Accounts Payable
- Perform 3‑way match (PO, receiving documentation, vendor invoice) in NetSuite to validate invoices before entry.
- Enter approved vendor bills into NetSuite with correct GL coding, department, and location details.
- Route bills through NetSuite approval workflows and follow up to keep things moving on time.
Assist with Customer Invoicing and Credits
- Generate accurate customer invoices in NetSuite based on sales orders, shipping confirmations, and fulfillment records.
- Confirm pricing, quantities, and taxability determinations on customer invoices using NetSuite and Avalara.
- Create basic credit memos for returns or pricing corrections with proper documentation and GL coding.
- Partner with sales and Order Services to resolve routine billing questions and minor disputes using NetSuite transaction history.
Learn Sales & Use Tax Compliance
- Help prepare and file sales and use tax returns for one to two states with guidance and training.
- Use the Avalara–NetSuite integration to support accurate tax calculation and reconciliations.
- Assist in pulling documentation and responding to simple questions from state tax authorities as needed.
Grow in Process Improvement
- Learn how to use NetSuite saved searches, reports, and dashboards to spot issues and reduce manual work.
- Help document and maintain step‑by‑step standard operating procedures (SOPs) so tasks can be easily trained and repeated.
- Share ideas with the Business Operations Director and Order Services team on how to improve workflows as you gain experience.
What You Bring
We are open to candidates who are earlier in their careers and motivated to learn; if you do not meet every “nice to have,” we still encourage you to apply.
Required
- 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 AP/AR, order management, or an accounting/operations support role.
- Solid understanding of basic accounting concepts (debits/credits, GL coding, reconciliations).
- Comfort working in Excel (VLOOKUP/XLOOKUP, pivot tables, reconciliations).
- Strong attention to detail, organization, and follow‑through; ability to juggle multiple tasks and deadlines.
- Clear written and verbal communication skills; ability to work with vendors, customers, and internal teammates professionally.
Nice to Have
- Exposure to NetSuite (vendor bills, purchase orders, sales orders, invoices, credit memos) or a similar ERP.
- Exposure to Avalara or other sales tax tools.
- Experience preparing or assisting with sales and use tax returns.
- Familiarity with workflow tools (e.g., NetSuite SuiteFlow, approval workflows) or process automation concepts.
Why This Role Is a Great Entry Point
- Direct access to leadership: You will report to the Business Operations Director and work closely with cross‑functional teams, giving you visibility into how decisions are made.
- Broad business exposure: You will touch purchasing, sales, operations, accounting, and tax, building a well‑rounded understanding of our business.
- Skill development: We will train you on NetSuite, Avalara, and hydronic/HVAC industry basics, and support your growth into more advanced operations, finance, or systems roles.
- Impact: Accurate orders, invoices, and tax filings are the backbone of a healthy business; your work directly supports our customers, vendors, and financial results.
No phone calls or drop-ins please.
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