AP​/AR Coordinator

Accounts Receivable, Billing & Collections

• Review and issue customer invoices for accuracy and completeness prior to distribution, including verification of contract terms, rates, and billing periods.
• Serve as the first point of contact for accounts receivable collections; follow up on past-due balances on a defined cadence before escalation to accounting leadership.
• Document collection activity and customer payment commitments in the system of record.
• Research and resolve routine billing disputes and short payments; elevate non‑routine items to the Controller.
• Apply customer payments and support the maintenance of a current, accurate aged receivables report.

• Receive, log, and code vendor bills within Point of Rental (POR).
• Attach supporting bill documentation to the corresponding entries in Sage.
• Match invoices to purchase orders and receiving documentation; identify and route discrepancies for resolution.
• Support scheduled disbursement runs and respond to vendor inquiries regarding payment status.

• Track and maintain current Certificates of Insurance (COIs) for customer accounts; proactively follow up on expiring or missing documentation.
• Maintain vendor W-9 records and supporting documentation to support annual 1099 preparation.

• Create new customer accounts in Point of Rental (POR) and Sage, ensuring complete and accurate master‑data entry at the point of setup.
• Collect and verify all required onboarding documentation, including the signed credit application, W-9, tax exemption certificates, and Certificate of Insurance.
• Request and follow up on trade and bank credit references; compile the results and route them to the Controller for credit limit and payment terms determination.
• Enter approved credit limits, payment terms, tax status, and billing contacts into the system of record once authorized by the Controller.
• Notify the sales team when an account is active and cleared to transact, or when setup is blocked pending outstanding documentation.
• Maintain customer account records throughout the account life cycle, including changes to address, contacts, tax status, and terms.
• Open and set up new vendor accounts in the accounting and operations systems.
• Maintain the accuracy and integrity of customer and vendor master data.
• Act as the liaison between accounting and the sales team on customer account status, credit holds, and account information requests.
• Communicate professionally with customers and vendors in a manner consistent with the company's commercial relationships.

• Maintain office and breakroom supply inventory; monitor stock levels, place reorders, and verify deliveries against packing slips.
• Manage relationships with office service vendors, including supply distributors, copier and equipment service, water and coffee service, and janitorial providers.
• Obtain competitive quotes on recurring office purchases and route non‑routine or higher‑dollar spend to the Controller for approval in accordance with company purchasing policy.
• Receive, sort, and distribute incoming mail and deliveries; prepare outgoing mail and shipments.
• Provide front‑desk coverage, including answering and directing incoming calls and receiving visitors.
• Coordinate meeting logistics, conference room scheduling, and catering as requested.
• Maintain organized physical and electronic filing systems consistent with the company's record retention policy.
• Submit and track facility maintenance and repair requests; escalated safety or building issues to management promptly.

• High school diploma or equivalent required;
  Associate's degree in Accounting, Business, or a related field preferred.
• One to three years of experience in an accounting support, billing, collections, or accounts payable role.
• Working knowledge of Point of Rental (POR) and Sage, or comparable ERP and accounting platforms.
• Proficiency with Microsoft Excel and Outlook.
• Strong attention to detail, organizational skills, and the ability to manage recurring deadline‑driven tasks.
• Professional written and verbal communication skills for cross‑departmental, customer, and vendor‑facing interaction.
• Demonstrated discretion in handling confidential customer, vendor, and payroll‑adjacent information.

• Prior experience in equipment rental, oilfield services, marine, or industrial distribution.
• Experience with lien and notice requirements applicable to Louisiana commercial accounts.