Accounting Coordinator

Job Description

Under the direction of the COE 2 Lead (Operations Accounting), the Accounting Coordinator is

responsible for the day-to-day execution of payables processing, cash disbursements, and procurement

support across all Pūlama Lāna‘i subsidiaries. This role manages the full accounts payable cycle from bill

entry and coding through payment run preparation, ensures automated payment flows remain clean, and

handles exception management. The Coordinator also serves as intake backup, executes wire request

input, and maintains vendor communication for remittance and payment inquiries.

Compensation

$20.00 - $24.00/hour (non-exempt)

Reporting Relationship

Reports to: Accounting Supervisor, COE 2 Lead

Supervises: n/a

Quality Standards

• Conduct individual and business affairs in highest ethical and legal fashion.
• Establish and contribute to a supportive, creative, enthusiastic, and cooperative working environment for all.
• Build strong communication links with supervisors, peers, and employees.
• Continuously strive for excellence in the workplace, the Company environment, and as a Company representative.
• Comply with all Company policies and standards.
• Conducts business in alignment with the Mission, Vision, and Values of Pūlama Lāna‘i.
  
  

Responsibilities

Essential Duties

• Process all accounts payable invoices across all subsidiaries — perform two-way and three-way matching of requisitions, purchase orders, packing slips, and invoices; ensure goods or services have been received before payment processing.
• Manage bill entry and coding in NetSuite and Bill.com; route invoices through the appropriate approval workflow based on entity, department, and dollar threshold.
• Prepare payment runs (checks, ACH, and electronic payments) on the established weekly cadence; assemble payment batches for Supervisor review and release.
• Execute wire transfer input and documentation; coordinate with the COE 2 Lead and Controller for authorization on transfers meeting approval thresholds.
• Handle exception management across all subsidiaries — resolve invoice discrepancies, invoices without purchase orders, coding errors, and vendor disputes.
• Serve as intake backup when the Accounting Associate is unavailable; answer calis, create NetSuite cases, and perform initial triage.
• Follow up with departments when invoices are received from vendors but supporting documentation (packing slips, delivery receipts, approval signatures) has not been provided.
• Manage vendor communication including payment status inquiries, remittance advice distribution, and resolution of billing discrepancies.
• Create and manage purchase orders in NetSuite based on department requisitions; verify authorized signatures and completeness before issuance.
• Perform AP aging reviews and assist with identifying past-due items requiring escalation or follow-up. Monitor and maintain the ACH payment program — support vendor enrollment, batch reviews, and compliance with banking requirements.
• Assist with cash receipt entry in NetSuite, daily deposit documentation, and weekly cash call data assembly.
• Collect W-9/W-8 forms and required documentation for new vendor setup requests; file and maintain vendor tax compliance records.
• Support 1099 eligibility review and year-end data preparation under COE 2 Lead direction.
• Log all incoming vendor, operator, and interdepartmental communications in NetSuite within 24 hours of receipt; action or escalate within 48 hours.
• Perform other duties and special projects as assigned.
  
  

Qualification/Requirements

QUALIFICATIONS

• High school diploma required; associate degree in accounting, business administration, or related field preferred.
• Minimum one (1) to two (2) years of work experience in accounts payable, procurement, or general accounting functions.
• Proficiency in Microsoft Outlook, Word, and Excel (including VLOOKUP, pivot tables, and basic formulas).
• Experience with NetSuite, Bill.com, or similar ERP and payment platforms preferred. Strong understanding of purchase order workflows, invoice matching, and payment processing procedures.
• Excellent written and verbal communication and organizational skills.
• Ability to manage high-volume transactional work with accuracy and attention to detail.
• Ability to work to established procedures and maintain reliable work attendance.
• Able to think critically and make effective decisions under time pressure.
• Ability to create effective working relationships with departments, vendors, and team members.
• Must be able to maintain a positive attitude and work effectively under pressure.
  
  

Required Work Cards/Certifications

• Valid Hawaii Driver’s License and successful review of Motor Vehicle Record
  
  

Physical Requirements

• While performing the duties of this job, the employee is regularly required to sit, talk, and hear.
• The employee is occasionally required to stand; walk; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.
• The employee must regularly lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distant vision, and color vision.
  
  

The above information on this description has been designed to indicate the general nature and level of work performed by an employee in this classification. It is not to be interpreted as a comprehensive inventory, of all duties, responsibilities and qualifications of employees assigned to this job. Management has the right to add to, revise, or delete information in this description. Reasonable accommodations will be made to enable qualified individuals with disabilities to perform the essential functions of this position.