Accounting and Administrative Coordinator

ADU•Halethorpe, MD

6d•Onsite

About The Position

Appliance Distributors Unlimited (ADU) is seeking a highly organized and detail-oriented Accounting & Administrative Coordinator to support its Accounting & Finance department. This role primarily focuses on accounts payable, including entering vendor invoices, reconciling statements, and resolving payment discrepancies. It also involves various clerical and administrative duties to ensure the department runs smoothly. The ideal candidate is proficient with numbers and spreadsheets, takes initiative, and is comfortable interacting with vendors. A background in accounting is not required, but strong numerical and analytical skills are essential.

Requirements

Strong Excel skills, including advanced formulas (e.g., VLOOKUP/XLOOKUP, INDEX/MATCH, pivot tables, conditional formatting) and the ability to analyze and reconcile data sets from different sources.
Excellent attention to detail and accuracy.
Strong organizational skills and the ability to manage multiple ongoing tasks.
A self-starter who takes ownership of problems and follows through to resolution.
Clear, friendly, professional communication skills — comfortable picking up the phone with vendors.
Reliable and dependable; treats deadlines and commitments seriously.

Nice To Haves

Comfort using AI tools (e.g., Copilot, ChatGPT, Claude) to support data analysis or everyday productivity.
Prior experience in an administrative, clerical, customer service, or bookkeeping-adjacent role.
Experience with any accounting/ERP software (we will train on our specific systems).

Responsibilities

Enter and code vendor invoices accurately and on schedule using AP automation software.
Reconcile vendor statements against internal AP records; identify and resolve discrepancies.
Pull AP aging reports from our accounting system and cross-reference them against vendor-provided statements in Excel to pinpoint mismatches.
Proactively contact vendors by phone or email to resolve invoice questions, missing documentation, or payment discrepancies.
Serve as a responsive, personable point of contact for vendors with payment inquiries.
Assist with payment runs and support month-end close processes related to AP.
Provide general administrative support to the Accounting & Finance team (filing, document organization, data entry, correspondence).
Maintain organized, audit-ready records for vendor files and supporting documentation.
Support other accounting/finance functions as needed (e.g., expense processing, basic reporting, ad hoc projects).
Help identify opportunities to streamline or improve existing processes.