Office & Accounts Payable Coordinator

Job Description

Job Description

All Play, Inc., an award-winning local playground equipment sales, construction, and installation company serving a regional market, is seeking an organized, dependable person to support our front office and accounting activities.

This role is a great opportunity for someone who enjoys variety, takes pride in getting the details right, and wants to learn and grow with a company. You will help keep our office running smoothly, support our sales team, and assist with accounts payable and expense tracking.

Prior office or accounting experience is helpful but not required. We are willing to train someone who brings a positive attitude, sound judgment, attention to detail, and a genuine willingness to learn.

What You’ll Do

Front Office & Administrative Support

• Answer incoming calls with a friendly, professional manner and direct inquiries to the appropriate team member.
• Welcome visitors and provide helpful, courteous customer service.
• Support the sales team by entering and updating information in our CRM and internal ordering software.
• Coordinate inbound freight deliveries with carriers and internal team members.
• Maintain management calendars in Microsoft Outlook and assist with scheduling.
• Organize records, manage documents, and complete routine clerical tasks.
• Help the office stay organized and follow through on outstanding items.

Accounts Payable & Expense Support

• Enter vendor invoices and expense receipts accurately into our accounting system.
• Match invoices to purchase orders and receiving documentation, where applicable.
• Assign expenses to the appropriate accounts and projects using company guidelines.
• Check for missing information, duplicate invoices, and billing discrepancies, and follow up to resolve them.
• Collect and organize receipts and reconcile company credit card transactions to monthly statements.
• Reconcile vendor statements and follow up on missing invoices, credits, or outstanding questions.
• Track invoice due dates and prepare payment information for management review and approval.
• Maintain organized vendor records and assist with collecting W-9 forms.
• Support month-end accounting tasks and other accounts payable activities as you learn.

Ad Hoc Duties & Additional Support

• Assist with special projects, research, and other tasks as business needs arise.
• Help coordinate meetings, appointments, company events, and occasional travel arrangements.
• Provide backup administrative support to team members during busy periods or absences.
• Help resolve unexpected scheduling, delivery, or office issues, communicating promptly with the appropriate team members.
• Identify opportunities to improve office organization and everyday processes.
• Take on additional administrative and accounting responsibilities as skills and knowledge develop.
• Handle sensitive information with discretion and confidentiality.

What We’re Looking For

• A positive attitude and a friendly, professional phone presence.
• A willingness to learn, ask questions, accept feedback, and take on additional responsibility as skills develop.
• Strong attention to detail, especially when entering numbers, reviewing invoices, and maintaining records.
• Practical judgment and the ability to recognize when something needs a closer look.
• The ability to manage several tasks, adjust priorities, and follow through without losing track of details.
• Clear verbal and written communication skills.
• Comfort using computers, familiarity with Microsoft Office—especially Outlook and Excel—and a willingness to learn new software.
• The ability to follow detailed instructions and work independently once trained.
• Dependability, discretion, and a helpful, team-oriented approach.
• Comfort working in a dog-friendly office.

Training & Growth

You do not need to know everything on day one. We will provide training on our systems, procedures, and accounts payable processes. We are looking for someone interested in building their skills and growing within the role over time.

Schedule & Benefits

Monday–Friday, 8:00 a.m.–5:00 p.m.

Company benefits include:

• Medical, dental, and vision insurance
• 401(k)
• Paid time off

If you have limited experience, we encourage you to include a brief note explaining your interest in the position and what would make you a good fit.

No phone calls, please.

 

QUICKBOOKS, EXCEL AND BILINGUAL (SPANISH) A PLUS BUT NOT REQUIRED