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