Accounts Payable Coordinator- AV

cb20•City of Saratoga Springs, NY

4d•$65,000 - $75,000•Hybrid

About The Position

The AP Coordinator owns accounts payable for cb20's Audio Visual practice, from vendor invoice to payment. You'll pay AV manufacturers, distributors, installation subcontractors and freight carriers accurately and on time, tie every cost to the right AV project, and keep the AP ledger clean for month-end close.

Requirements

2+ years of accounts payable or general accounting experience. (equivalent experience is accepted)
Working knowledge of AP processes, PO matching, GL coding and month-end close.
Experience with an ERP system; NetSuite strongly preferred.
Intermediate Excel skills.
High attention to detail and accuracy with large transaction volumes.
Clear written and verbal communication 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 is preferred.
Familiarity with AV and IT distributor billing and manufacturer rebate or deal-registration programs.
Knowledge of sales tax exemptions for education and government customers.
Experience with AP automation, expense management tools or 1099 reporting.

Responsibilities

Process a high volume of AV vendor invoices end to end: review, code to the correct GL accounts and AV project or job, and enter them in NetSuite.
Match invoices to purchase orders and receipts for AV equipment: displays, cameras, microphones, DSPs, control systems, mounts and cabling, often with partial shipments, backorders and drop-ships to client sites.
Track project-based costs so equipment lands on the right installation, supporting accurate job costing and project margins.
Process invoices from installation subcontractors work with AV Project Managers to validate.
Handle recurring AV charges such as 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 (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; clear aged and unapplied items.
Support month-end close with accruals for received-not-invoiced equipment and work-in-progress subcontractor costs, plus AP aging reports.
Prepare annual 1099s and support sales and use tax review on equipment purchases, including tax-exempt education and government projects.
Answer vendor and internal inquiries promptly, reflecting cb20's service-first culture, and suggest AP process improvements.