Accounts Payable & Order Entry Specialist

Role Overview

This position combines Accounts Payable and Order Entry coordination to support commercial interior projects. The role ensures accurate financial processing, smooth order execution, and clear communication between designers, installers, vendors, and clients. Ideal for someone detail-oriented, dependable, and comfortable managing multiple moving parts.

Primary Duties

Financial Processing

• Process vendor invoices accurately and on time
• Match invoices with purchase orders, contracts, and order confirmations
• Verify pricing, freight, discounts, and additional charges
• Resolve invoice discrepancies with vendors
• Prepare and send client invoices; track payments
• Maintain organized AP and billing records
• Monitor payment schedules and share status updates internally

Order Management

• Convert approved proposals into purchase orders across manufacturer systems
• Follow specific ordering procedures for each vendor
• Confirm SKUs, finishes, fabrics, approvals, and product availability
• Track orders through production, shipping, and installation
• Update teams on order status, lead times, and shipment dates
• Coordinate delivery and installation schedules
• Maintain complete project documentation (POs, acknowledgments, shipping records, approvals, closeout files)

Required Background

• 2+ years of Accounts Payable experience

• Experience with order entry or procurement preferred

• Strong attention to detail and organization

• Clear communication skills across teams and clients

• Proficient in Excel and Outlook

• ERP/accounting software experience is a plus

• Able to manage multiple deadlines in a fast-paced setting

Key Strengths

• Detail accuracy

• Invoice and payment management

• Order tracking and coordination

• Lead time monitoring

• Problem-solving and follow-through

• Cross-team delivery coordination