Accounts Payable Coordinator- AV

cb20•Saratoga Springs, NY

2d•Hybrid

About The Position

The Accounts Payable Coordinator owns accounts payable for cb20’s Audio Visual practice, managing the process from vendor invoice through payment. The role pays AV manufacturers, distributors, installation subcontractors, and freight carriers accurately and on time; ties costs to the appropriate AV projects; and maintains a clean AP ledger for month-end close. The position reports to the Director of Finance and is based in either Saratoga Springs, New York, or Hopkinton, Massachusetts, with a 40-hour work week and a hybrid schedule of three days onsite and two days remote.

Requirements

At least 2 years of accounts payable or general accounting experience; equivalent experience is accepted.
Working knowledge of AP processes, purchase-order matching, GL coding, and month-end close.
Experience with an ERP system; NetSuite is strongly preferred.
Intermediate Excel skills.
High attention to detail and accuracy when handling large transaction volumes.
Clear written and verbal communication skills with vendors and coworkers.
Ability to manage deadlines and keep sensitive financial information confidential.

Nice To Haves

Associate’s or bachelor’s degree in accounting, finance, or business, or equivalent experience.
AP experience at an AV integrator, IT services firm, technology reseller, or construction/project-based business.
Familiarity with AV and IT distributor billing and manufacturer rebate or deal-registration programs.

Responsibilities

Process high volumes of AV vendor invoices end to end, including review, GL and project/job coding, and entry in NetSuite.
Match invoices to purchase orders and receipts for AV equipment, accounting for partial shipments, backorders, and drop-ships to client sites.
Track project-based costs and ensure equipment is assigned to the correct installation to support accurate job costing and project margins.
Process installation subcontractor invoices and work with AV Project Managers to validate them.
Handle recurring AV charges, including cloud management subscriptions, software licensing, extended warranties, and support contracts, and flag upcoming renewals.
Resolve price, quantity, and receiving discrepancies with purchasing, warehouse/staging, project managers, and vendors, including RMAs, credits, and vendor rebates.
Prepare and run weekly payment batches by ACH, check, wire, and credit card, aligned with cash flow, distributor terms, and early-pay discounts.
Reconcile field technician expense reports and corporate cards for travel, materials, and on-site purchases.
Set up and maintain vendor records, including W-9s, banking verification, and fraud-prevention checks.
Reconcile vendor and distributor statements and the AP subledger to the GL, and clear aged and unapplied items.
Support month-end close with accruals for received-not-invoiced equipment and work-in-progress subcontractor costs, and prepare AP aging reports.
Prepare annual 1099s and support sales and use tax review on equipment purchases, including tax-exempt education and government projects.
Respond promptly to vendor and internal inquiries and suggest AP process improvements.