Procurement & Accounts Receivable Specialist

Procurement & Accounts Receivable Specialist Full-Time | On-Site Only | Finance & Operations About the Role We're looking for a detail-oriented, organized professional to own both sides of the transaction: buying what our projects need and making sure we get paid for what we deliver. In this hybrid role, you'll source, order, and track project materials, equipment, and services — keeping vendors, freight, and schedules aligned with installation dates — while also while also ensuring the integrity of accounts receivable, cash receipts, and billing downstream. This position serves as a key link between project execution, the supply chain, and Accounting. You'll work closely with Sales, Vendors, Warehouse, Installation, and Accounting, and your work will directly impact on-time installs, controlled costs, and clean books. What You'll Own Purchasing & Procurement Manage procurement of equipment, materials, and services for assigned projects Place purchase orders in accordance with approved scope, pricing, and timelines Place all “Change Order” and “Zero Charge Item” orders per project requirements Execute all inventory item transfers into project locations Confirm vendor pricing, availability, and lead times Ensure all procurement activity is accurately recorded in the ERP system (NetSuite) Ensure all project payment and contract requirements are met prior to executing orders Process all RMAs and VRMAs with adjacent departments Vendor Coordination & Management Serve as the primary point of contact with vendors and suppliers Track order confirmations, acknowledgements, shipments, and delivery schedules Manage backorders, substitutions, and vendor-driven changes Escalate supply chain risks with clear mitigation recommendations Support vendor performance tracking and improvement efforts Tracking, Logistics & Schedule Alignment Align procurement timelines with project schedules and installation dates Process orders to capture all available freight, piece count, and order size discount advantages Coordinate deliveries with Warehouse and Installation teams Ensure materials arrive complete, correct, and on time Request outbound LTL/FTL shipping options through our freight partner, select a carrier from the options provided, and track shipments through delivery Support resolution of delivery discrepancies or damages Provide weekly order status reports to the Sales team Accounts Receivable & Billing Apply daily cash receipts, payments, and adjustments to customer accounts accurately and on time Generate and distribute customer invoices; ensure billing is complete and compliant Resolve unapplied cash and short payments within defined timeframes Investigate and resolve AR-related queries from internal and external stakeholders in a timely manner Navigate customer portals for invoice submission, payment tracking, and documentation uploads Respond to customer and internal billing inquiries in a timely, professional manner Identify sales tax taxability questions across state and local jurisdictions and escalate appropriately Identify process inefficiencies and contribute to continuous improvement efforts What We're Looking For 1-2 years of experience in procurement, purchasing, or supply chain coordination Accounts receivable or billing experience; background in accounting or finance a plus Hands-on NetSuite (or comparable ERP) experience, including purchase orders, inventory records, and AR modules Strong vendor communication and follow-up skills Ability to manage multiple orders, timelines, and deadlines simultaneously Understanding of core accounting principles: GL journaling, credits and debits, cash movement, and online banking Working knowledge of sales tax compliance across state and local jurisdictions Strong Excel skills — functions, shortcuts, formulas Familiarity with tools such as Adobe Acrobat, SharePoint, or similar document management platforms High attention to detail and strong follow-t…

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