AP/AR Coordinator
Ponca City Development Authority, Ponca City, OK, United States
AP/AR Coordinator
The AP/AR Coordinator supports the company's financial and daily office operations. This role handles Accounts Payable (AP) and Accounts Receivable (AR) while also serving as the primary front desk and office support contact.
This position requires strong organization, attention to detail, and the ability to manage multiple tasks. The coordinator works closely with the Controller to keep daily operations running smoothly.
Work Schedule: MondayThursday: 8:00 AM 5:00 PM (1-hour lunch) Friday: 8:00 AM 3:00 PM (1-hour lunch)
Core Responsibilities
Accounts Payable (AP)
Process vendor invoices accurately and on time
Keep AP records organized and up to date
Prepare payments (check, ACH, or wire)
Reconcile vendor statements and fix discrepancies
Respond to vendor questions the same business day
Record journal entries
Work with the Controller on questions or issues
Accounts Receivable (AR)
Create and send customer invoices on schedule
Apply payments and keep AR records current
Review aging reports and follow up on overdue accounts
Communicate with customers about billing and payments
Work with sales and operations to ensure accurate billing
Escalate complex issues to the Controller
Purchasing & Receiving
Match purchase orders with received items and invoices
Check quantities, pricing, and descriptions
Report discrepancies to the appropriate team
Keep purchasing records organized
Assist with tracking orders and vendor follow-ups
Front Desk & Office Support
Greet visitors and serve as the main front desk contact
Answer and direct phone calls
Manage incoming and outgoing mail
Maintain organized filing systems
Assist with scheduling and basic administrative tasks
Order office supplies
Help coordinate monthly lunches and employee birthdays
Shipping & Logistics
Prepare and process FedEx shipments
Schedule outgoing shipments
Communicate with carriers as needed
Keep accurate shipping records
Accounting Systems
Use Acumatica (ERP system) to record AP/AR activity
Ensure data is accurate and entered on time
Maintain documentation for reporting and audits
Support the Controller with requested information
Perform other duties as assigned
Role Expectations
Balance accounting, administrative, and front desk duties
Keep financial records accurate and up to date
Communicate clearly and ask questions when needed
Work closely with the Controller
Stay organized and focused while supporting the team
Qualifications
Experience
2+ years in AP/AR, accounting support, or similar roles
ERP system experience is a plus
Skills
Strong attention to detail
Good time management and organization
Proficiency in Microsoft Office (especially Excel)
Clear and professional communication
Ability to follow processes and work independently
Flexibility
This role may include helping with other tasks as needed. However, accuracy and timeliness in AP/AR work must always remain a priority.
Mission
At Custom Mechanical Equipment, we produce high-quality products and provide excellent customer service. We focus on growth, job opportunities, and supporting our employees and community.
Vision
We aim to lead through innovation, support our people, and grow in a way that creates lasting success and opportunity.
Core Values
Accountability Collaboration Community Innovation Integrity Transparency
The AP/AR Coordinator supports the company's financial and daily office operations. This role handles Accounts Payable (AP) and Accounts Receivable (AR) while also serving as the primary front desk and office support contact.
This position requires strong organization, attention to detail, and the ability to manage multiple tasks. The coordinator works closely with the Controller to keep daily operations running smoothly.
Work Schedule: MondayThursday: 8:00 AM 5:00 PM (1-hour lunch) Friday: 8:00 AM 3:00 PM (1-hour lunch)
Core Responsibilities
Accounts Payable (AP)
Process vendor invoices accurately and on time
Keep AP records organized and up to date
Prepare payments (check, ACH, or wire)
Reconcile vendor statements and fix discrepancies
Respond to vendor questions the same business day
Record journal entries
Work with the Controller on questions or issues
Accounts Receivable (AR)
Create and send customer invoices on schedule
Apply payments and keep AR records current
Review aging reports and follow up on overdue accounts
Communicate with customers about billing and payments
Work with sales and operations to ensure accurate billing
Escalate complex issues to the Controller
Purchasing & Receiving
Match purchase orders with received items and invoices
Check quantities, pricing, and descriptions
Report discrepancies to the appropriate team
Keep purchasing records organized
Assist with tracking orders and vendor follow-ups
Front Desk & Office Support
Greet visitors and serve as the main front desk contact
Answer and direct phone calls
Manage incoming and outgoing mail
Maintain organized filing systems
Assist with scheduling and basic administrative tasks
Order office supplies
Help coordinate monthly lunches and employee birthdays
Shipping & Logistics
Prepare and process FedEx shipments
Schedule outgoing shipments
Communicate with carriers as needed
Keep accurate shipping records
Accounting Systems
Use Acumatica (ERP system) to record AP/AR activity
Ensure data is accurate and entered on time
Maintain documentation for reporting and audits
Support the Controller with requested information
Perform other duties as assigned
Role Expectations
Balance accounting, administrative, and front desk duties
Keep financial records accurate and up to date
Communicate clearly and ask questions when needed
Work closely with the Controller
Stay organized and focused while supporting the team
Qualifications
Experience
2+ years in AP/AR, accounting support, or similar roles
ERP system experience is a plus
Skills
Strong attention to detail
Good time management and organization
Proficiency in Microsoft Office (especially Excel)
Clear and professional communication
Ability to follow processes and work independently
Flexibility
This role may include helping with other tasks as needed. However, accuracy and timeliness in AP/AR work must always remain a priority.
Mission
At Custom Mechanical Equipment, we produce high-quality products and provide excellent customer service. We focus on growth, job opportunities, and supporting our employees and community.
Vision
We aim to lead through innovation, support our people, and grow in a way that creates lasting success and opportunity.
Core Values
Accountability Collaboration Community Innovation Integrity Transparency