Who We Are
Peerless Aerospace is a distributor of specialty aerospace fasteners, supporting a global customer base. The Company is known for inventory availability, responsiveness, and meeting customer requirements.
Peerless maintains a broad and deep inventory position and works closely with customers and suppliers across North America, Europe, and Asia.
As part of Diploma PLC, a publicly traded international group, Peerless combines the scale and stability of a global organization with the responsiveness, agility, and customer focus of a decentralized business.
Position Overview
The AR & Sales Tax Coordinator is a hybrid Finance role responsible for administering the Company’s sales tax exemption certificate process through Avalara Exemption Certificate Management (ECM), while also supporting customer billing and day-to-day Accounts Receivable activities. The role serves as an important point of coordination between Finance, Sales, Customer Service, Shipping, and customers.
This position combines specialized sales tax exemption certificate administration with customer billing support, management of the Accounts Receivable shared mailbox, invoice and statement requests, customer account maintenance, and general Accounts Receivable administration. The Coordinator helps ensure customer exemption documentation is valid and current, customer inquiries are handled promptly, and invoices are processed accurately.
The role requires strong organization, attention to detail, responsiveness, and consistent follow-through in a fast-paced aerospace distribution environment. The successful candidate will be comfortable reviewing sales tax documentation, communicating directly with customers, researching account and billing issues, working across multiple systems, and managing a high volume of recurring requests and deadlines.
Key Responsibilities
- Administer the Company’s sales tax exemption certificate process using Avalara Exemption Certificate Management (ECM).
- Review customer exemption and resale certificates for completeness, validity, applicable jurisdictions, and appropriate exemption status.
- Monitor certificate status and identify missing, expired, invalid, or incomplete documentation; contact customers and follow up to obtain required certificates and corrections.
- Support the customer billing process by accurately using customer portals and Company systems to submit, track, and maintain required billing information.
- Maintain customer account records, including billing instructions, exemption status, contact information, customer portal requirements, and supporting documentation.
- Research and help resolve rejected invoices, billing discrepancies, credit/rebill activity, and customer-specific billing issues.
- Coordinate with Sales, Customer Service, Shipping, and Finance to resolve customer billing, documentation, and account-related issues.
- Monitor the Accounts Receivable shared mailbox and coordinate timely responses to incoming customer requests.
- Respond to routine requests for invoice copies, statements, account information, and supporting documentation.
- Track open customer inquiries, ensure appropriate ownership, follow up through resolution, and escalate unresolved items when necessary.
- Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of this position. The Company reserves the right to modify or assign other duties as necessary.
Performance Expectations
- Respond to customer Accounts Receivable inquiries promptly, accurately, and professionally.
- Maintain organized and current sales tax exemption certificate records in Avalara ECM and consistently follow up on missing, expired, invalid, or incomplete documentation.
- Complete assigned billing activities accurately and in accordance with customer-specific requirements and deadlines.
- Monitor the Accounts Receivable mailbox consistently and ensure requests are routed, tracked, and resolved timely.
- Demonstrate strong attention to detail when reviewing invoices, customer records, exemption certificates, remittances, and supporting documentation.
- Maintain strong organization across multiple customers, billing portals, certificate requests, and follow-up items.
- Identify recurring billing or administrative issues and help improve processes, documentation, and customer account information.
- Build credibility with customers and internal stakeholders through responsiveness, accuracy, professionalism, and reliability.
- Demonstrate ownership of assigned activities and consistent follow-through through resolution.
Success in this role requires responsiveness, accuracy, strong organization, customer service, process discipline, and consistent follow-through.
Success in the First 6 Months
- Develop a strong working knowledge of Peerless Aerospace’s customer base, systems, billing processes, Accounts Receivable procedures, and sales tax exemption certificate requirements.
- Demonstrate accuracy when maintaining customer exemption status, billing instructions, account records, and supporting documentation.
- Become familiar with customer-specific billing requirements, portals, documentation needs, payment practices, and key contacts.
- Assume day-to-day ownership of the Accounts Receivable shared mailbox and establish consistent tracking and follow-up of open requests.
- Become proficient in Avalara Exemption Certificate Management (ECM), including certificate review, status monitoring, customer follow-up, and maintenance of exemption documentation.
- Independently support routine billing activities, invoice submissions, customer statement requests, and account research.
- Build effective working relationships with the Accounting Team, Sales, Customer Service, Shipping, and other internal stakeholders.
Qualifications & Skills
- High attention to detail and strong organizational ability.
- Ability to manage multiple priorities in a high-volume, deadline-driven environment.
- Strong follow-up discipline and ownership of assigned activities.
- Strong written and verbal communication skills and comfort communicating directly with customers.
- Problem-solving mindset with a focus on timely execution and customer service.
- Ability to review customer exemption certificates, account activity, invoices, billing requirements, and supporting documentation, and coordinate resolution across departments.
- Ability to work collaboratively with Accounting, Sales, Customer Service, Shipping, Operations, and other internal teams.
- Comfortable working with Avalara ECM, ERP systems, customer portals, shared mailboxes, customer data, invoices, and supporting documentation.
- Proficiency in Microsoft Office, including Excel, Outlook, and Word.
- Experience with Avalara Exemption Certificate Management (ECM) is preferred.
Education & Experience
- Associate’s or Bachelor’s degree in Accounting, Finance, Business Administration, or a related field preferred, or equivalent work experience.
- Prior experience in Accounts Receivable, billing, customer accounting, sales tax administration, or a related finance role preferred.
- Working knowledge of sales tax exemption and resale certificate requirements is preferred, including experience reviewing documentation for completeness and validity.
- Experience administering exemption certificates across multiple states or jurisdictions is preferred; Avalara ECM experience is strongly preferred.
- Aerospace distribution, manufacturing, or other high-volume distribution experience is helpful but not required.
Core Competencies
- Customer focus
- Urgency and responsiveness
- Organization and follow-through
- Attention to detail
- Sales tax documentation and compliance awareness
- Process discipline
- Team collaboration
- Professionalism and integrity
- Accountability and ownership
Physical Demands:
The physical demands described here are representative of those required to perform the essential functions of this position.
This is primarily an office-based role. The employee is regularly required to sit for extended periods, use a computer and telephone, and perform data entry. The role requires the ability to read, write, and communicate effectively, as well as to use standard office equipment.
Work Location and Schedule
This is a full-time, office-based position located in Farmingdale, NY. The regular schedule is approximately 37.5 hours per week. Overtime may be required based on business needs and will be paid in accordance with applicable law.
Equal Employment Opportunity (EEO) Statement
Peerless Aerospace is an Equal Opportunity Employer. The Company provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected status under applicable law.
At-Will Employment
This job description is not intended to create a contract of employment. Employment with the Company is at-will and may be terminated at any time by either the employee or the Company.
Pay: $25.77 - $27.11 per hour
Benefits:
- 401(k)
- AD&D insurance
- Dental insurance
- Health insurance
- Life insurance
- Paid sick time
- Paid time off
- Vision insurance
Education:
Ability to Commute:
- Farmingdale, NY 11735 (Required)
Work Location: In person
