Customer Account Coordinator/Accounts Payable/Customer Service Support

Experienced and detail oriented administrative professional with a strong background in customer service, accounts payable, accounts receivable, and office coordination. Proven ability to manage customer accounts, process billing and payments, maintain accurate financial records, and support HR and inventory functions. Skilled in vendor and subcontractor management, vehicle file maintenance, and front desk operations, with a proactive approach to resolving discrepancies and ensuring compliance.

This Position is 100% On-Site

Receptionist

• Answer incoming phone calls and direct them to the appropriate department or personnel
• Welcome and assist visitors, ensuring a professional and friendly experience
• Sort and distribute incoming mail on a daily basis

Billing & Accounts Receivable

• Create and manage new customer profiles while maintaining an up to date customer database
• Set up and renew customer contracts for lawn and plant care services
• Generate customer invoices and compare to contractual agreements
• Record customer payments and apply them accurately to corresponding invoices
• Process credit card transactions and ensure timely settlement
• Track and apply customer pre-payments to relevant services as they are completed
• Conduct monthly reviews of accounts receivable balances and prepare corresponding statements
• Collaborate with the Controller and Sales Consultant to resolve billing discrepancies
• Collect and manage sales tax exemption certificates from qualified customers

Accounts Payable

• Obtain and manage subcontractor agreements and insurance certificates to ensure compliance
• Maintain accurate and complete vendor files, including W-9s and insurance documentation
• Enter and reconcile vendor invoices, verifying correct billing, job allocation, and GL account coding
• Review vendor statements, investigating and resolving any inconsistencies or discrepancies

Inventory

• Develop and maintain a reliable system for tracking inventory
• Ensure proper coding and classification of newly purchased inventory items
• Assist in the analysis and tracking of physical inventory counts

Other Duties

• Maintain up-to-date vehicle records and coordinate necessary inspections
• Handle DMV visits and documentation as needed
• Manage capital asset records to ensure accuracy and compliance

Human Resources / Payroll

• Provide backup support to the Controller for payroll and HR-related tasks

• Strong organizational and multitasking abilities to effectively manage customer accounts, vendor files, inventory tracking, and front desk responsibilities in a fast paced environment.
• Proficiency in accounting and administrative software for accurate billing, payment processing, accounts receivable/payable, and financial recordkeeping.
• Excellent communication and interpersonal skills for handling customer service interactions, coordinating with internal departments, and maintaining professional relationships with vendors and subcontractors.
• Attention to detail and problem-solving skills to identify and resolve discrepancies in invoices, contracts, AR/AP statements, and compliance documentation.

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