Accounting Operations Coordinator

Purpose

The Accounting & Operations Coordinator – Invoicing & Operations Support provides execution support for the Director of Administration & Operations across invoicing, collections, vendor administration, accounts payable processing, and payment coordination activities.

This role exists to ensure operational paperwork, vendor onboarding, customer billing documentation, and payment processing activities are completed accurately and quickly so revenue and vendor obligations move efficiently through the business.

This role is highly execution-oriented and detail-driven. Success is measured by clean processing, fast follow-through, organized documentation, and reducing administrative workload from senior operations leadership.

Reports directly to: Director of Administration & Operations (Karen Howard)

Works in coordination with:

• Director of Finance

• Sales Team

• Vendor and Customer AR/AP Departments

• Prepare and issue customer invoices under direction of Director of Administration & Operations

• Assist with AR follow-up and collections outreach

• Monitor outstanding invoices and communicate payment status updates

• Maintain accurate invoice records and supporting documentation

• Support weekly AR review preparation in HubSpot (CRM) and Rillet

• Coordinate customer payment confirmations and remittance documentation

• Assist with support contract invoicing cycles as directed

• Complete customer and vendor onboarding documentation

• Process vendor setup forms for customers requesting supplier registration

• Coordinate ACH, credit card, and payment information requests

• Process and maintain W9 documentation

• Ensure all required payment and compliance documents are current and properly stored in HubSpot

• Review closed sales for accuracy and invoicing using HubSpot and Rillet.

• Maintain organized records of vendor setup portals, payment requirements, and tax documents

• Support customer AP onboarding requirements to prevent payment delays

• Assist with AR reconciliation via Rillet.

• Process accounts payable workflows through Ramp

• Review submitted expenses and invoices for completeness and approval status

• Coordinate vendor payment processing and payment tracking

• Maintain organized AP documentation and invoice records

• Assist with reconciliation support and payment verification as directed

• Ensure vendor invoices are processed in a timely manner to avoid payment delays

Performance Standards

• Vendor setup requests processed accurately and quickly

• W9 and ACH documentation organized and current

• AP (Ramp) and AR processing utilizing Rillet.

• Invoice support workflows functioning with minimal oversight via HubSpot to Rillet.

• Customer onboarding requests completed without delays

• Collections follow-up completed consistently and professionally

• Administrative records maintained accurately and securely

• Vendor invoices processed on time

• High responsiveness to internal operational requests

• Operational tasks completed with strong attention to detail and follow-through

• Strong organizational and administrative skills

• High attention to detail and accuracy

• Professional written and verbal communication

• Ability to manage multiple tasks simultaneously

• Comfortable following structured processes and workflows

• Ability to work independently and escalate issues appropriately

• Strong follow-up and documentation discipline

• Proficiency in Microsoft Office and business systems

• Experience with invoicing, collections, vendor setup, AP processing, or accounting administration preferred

• Experience using Ramp or similar AP/payment platforms preferred

• Experience using HubSpot or similar CRM platforms preferred

• Accuracy matters more than speed — but both matter

• Incomplete paperwork creates operational delays

• Clean documentation enables clean collections and reporting

• Follow-through is a core job requirement

• The operations team should not spend time chasing missing paperwork

• Must maintain strict confidentiality regarding financial records, payment information, and customer/vendor documentation.