Title: Accounting Coordinator
Division: Infraxis
Reports To: VP Finance | Division Controller
Work Location: Office-based, Nampa, ID
Position Summary:
The Accounting Coordinator provides day-to-day financial and administrative support to Infraxis’s accounting function and coordinates accounts payable and accounts receivable processes. This role manages vendor payments, client invoicing, collections follow-up, billing documentation, and related accounting records, ensuring accuracy, timeliness, and strong internal controls across the cash cycle. The ideal candidate has hands-on AP and AR experience, working knowledge of ERP/accounting systems (Acumatica preferred), and strong Excel skills, with the ability to organize data and support accurate, timely reporting. This position is critical to maintaining healthy cash flow and accurate financial records for Infraxis.
Essential Duties and Responsibilities:
- Processes vendor invoices, matching against purchase orders and approvals; verifies coding, pricing, and terms prior to payment.
- Prepares and processes vendor payments (check runs, ACH, wire) in accordance with payment terms and cash flow priorities.
- Resolves vendor discrepancies, statement inquiries, and past-due notices in a timely, professional manner.
- Maintains vendor records, W-9s, and 1099 documentation; supports year-end 1099 filing.
- Reconciles AP sub-ledger to the general ledger monthly.
- Generates and issues client/project invoices in accordance with contract terms, billing schedules, and progress milestones; this will include accessing customer portals to submit invoices, as-builts, and other required supporting documentation.
- Monitors accounts receivable aging; follows up with clients on outstanding balances, manages collections communication professionally, and escalates sensitive customer issues appropriately.
- Applies incoming cash receipts and reconciles customer accounts.
- Assists with unbilled/work-in-progress (WIP) tracking to ensure accurate and timely project billing.
- Investigates and resolves billing disputes and discrepancies in coordination with project managers.
- Assists with month-end close activities, including reconciling monthly statements and transactions
- Maintains accurate, organized financial records and supporting documentation for audit readiness
- Assists with job setup and creation within the company’s ERP system, Acumatica
- Provides phone and front-office coverage as needed
- Other duties as assigned
Success Factors/Job Competencies:
- Initiative (self-motivated)
- Strong time-management, organizational, and multi-tasking skills
- Effective, professional communication with clients and vendors, including collections conversations and appropriate issue escalation
- Strong team player with a positive, service-oriented attitude
- Excellent written and verbal communication skills
- Detail-oriented with strong problem-solving skills
- Ability to manage competing deadlines across AP and AR functions
Qualifications Required:
- High School Diploma or equivalent
- 1-2 years' experience in accounting, with exposure to both accounts payable and accounts receivable
- Ability to prioritize tasks and meet deadlines across multiple workstreams
- Ability to learn new software and systems
- Intermediate Excel proficiency, including sorting/filtering data, using formulas, formatting reports, and preparing clear summaries from raw data for accounting and project management teams. Candidates may be asked to complete a brief practical Excel assessment as part of the interview process
- Ability and willingness to maintain confidentiality
Qualifications Preferred:
- Associate or Bachelor's degree in Accounting, Business, or Finance
- Experience with Acumatica or a similar ERP/accounting platform
- Experience in an engineering, professional services, or project-based billing environment
- Familiarity with work-in-progress (WIP) billing and project accounting concepts
- Desire to continue to grow through ongoing training and development
Working Conditions / Environment:
This position operates in an office environment and routinely uses standard office equipment such as computers, phones, and photocopiers. This is a largely sedentary role that may require occasional filing, including the ability to lift files, open filing cabinets, and bend or stand as necessary. The role requires the use of hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Noise level in the work environment is usually minimal.
Other Duties: please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for his or her job. Duties, responsibilities, and activities may change at any time with or without notice.
Benefits:
- 401(k) matching
- Dental insurance
- Flexible spending account
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Referral program
- Vision insurance
Work Location: In person
