AR​/AP Operations Coordinator

AR/AP & Operations Coordinator

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.

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 Net Suite, 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 (Net Suite, 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 Net Suite
• Review vendor invoices for changes in pricing, quantities, or terms and update purchase orders and sales orders in Net Suite accordingly.
• Work closely with the Order Services team to ensure our orders and item data in Net Suite 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 Net Suite to validate invoices before entry.
• Enter approved vendor bills into Net Suite with correct GL coding, department, and location details.
• Route bills through Net Suite approval workflows and follow up to keep things moving on time.

• Assist with Customer Invoicing and Credits
• Generate accurate customer invoices in Net Suite based on sales orders, shipping confirmations, and fulfillment records.
• Confirm pricing, quantities, and taxability determinations on customer invoices using Net Suite 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 Net Suite 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–Net Suite 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 Net Suite 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.

• Associate's or Bachelor's degree in Accounting, Finance, Business, or related field, or equivalent…