Operations / AP Coordinator
Department: Operations / Kitchen & Bath
Reports To: Regional Manager – Cabinets & Countertops & Operations Manager Schedule: Full-Time, 40 Hours/Week — 9-5 EST Position Type: Remote
Position Overview
We are seeking a highly organized, detail-oriented Parts Help Desk, Job Cost & AP Coordinator to support our Kitchen & Bath operations. This position combines three critical areas of responsibility: Parts Help Desk, Company-Wide Job Cost Analysis, and Accounts Payable Data Entry for Kitchen & Bath sales.
The successful candidate will work closely with both the Regional Manager for Cabinets & Countertops and the Operations Manager, ensuring that parts are properly coordinated, job costs are accurately reviewed, and invoices and purchase orders are processed efficiently.
This role is ideal for someone who is highly process-driven, organized, computer proficient, and comfortable communicating with suppliers and internal teams in English.
Key Responsibilities
1. Parts Help Desk – Kitchen & Bath
- Respond to parts-related requests from showrooms as needed.
- Order replacement parts from suppliers when informed of damaged or missing items.
- Communicate with suppliers primarily through email.
- Track parts orders from placement through delivery.
- Monitor order status, backorders, and estimated delivery dates.
- Provide showrooms with timely updates regarding ETAs and backorders.
- Follow up with suppliers when orders are delayed or require clarification.
- Maintain accurate records of parts requests and order status.
- Ensure outstanding parts issues are followed through to resolution.
Supervisor: Kitchen & Bath Director
2. Job Cost Analysis – Entire Company
- Perform job cost review and analysis on a daily basis.
- Review approximately 40–50 transactions per day that are ready to be job costed.
- Verify that transactions are properly entered and accurately associated with the appropriate jobs.
- Identify errors, missing information, discrepancies, or other issues preventing a ticket from being closed.
- Communicate with showrooms to clarify and resolve job-costing issues.
- Follow established processes to ensure jobs are accurately and completely costed.
- Monitor unresolved issues and follow up until they are corrected.
- Maintain a high level of accuracy when reviewing financial and operational information.
Supervisor: Operations Manager
3. AP Data Entry – Kitchen & Bath
- Receive and process Kitchen & Bath invoices.
- Review invoices against purchase orders and related documentation.
- Identify discrepancies or irregularities between POs, invoices, and orders.
- Investigate potential backorders associated with PO or invoice irregularities.
- Enter and voucher invoices accurately and in a timely manner.
- Create necessary backorders when required.
- Create corresponding Purchase Orders for backordered items.
- Ensure AP records are complete, accurate, and properly documented.
- Follow up on discrepancies and missing information with the appropriate teams or suppliers.
Required Qualifications & Skills
- Strong written and verbal English communication skills.
- Excellent attention to detail and accuracy.
- Highly organized and process-driven.
- Strong follow-up and task-management skills.
- Good computer and data-entry skills.
- Comfortable working with multiple systems and software platforms.
- Ability to navigate supplier extranets and online supplier portals.
- Ability to communicate professionally with suppliers through email.
- Strong analytical and problem-solving skills.
- Ability to manage multiple priorities while meeting daily deadlines.
- Comfortable working independently while coordinating with multiple supervisors.
- Previous experience in Accounts Payable, job costing, purchasing, order management, construction, kitchen & bath, cabinetry, countertops, or a related field is preferred.
Work Schedule
This is a full-time, 40-hour-per-week position. The selected candidate must be available to work according to the company's required schedule and maintain consistent availability throughout those hours.
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