Accounting & HR Coordinator
Durham, NC (On-Site) | Full-Time, Non-Exempt | $23.00 – $30.00/hr
Reports To: Director of Finance and Administration

About Us
We are a family-owned manufacturer in Durham, NC, operating under an ISO 13485-certified quality system. As a small organization, we value people who can work across functions, exercise sound judgment, and maintain a high standard of accuracy without close supervision.

The Role
You'll own the accuracy and compliance side of our payables and receivables — reviewing and coding invoices, handling exceptions, keeping vendor and customer records clean, and staying on top of 1099 and tax certificate requirements. You'll also coordinate HR onboarding and interviews and provide administrative support to the Director of Finance and Administration.

Our AP workflow is automated. The system handles the volume; you handle the judgment — the coding decisions, the exceptions that don't route cleanly, the vendor who sent the wrong invoice, the certificate that expired. If you'd rather solve problems than key in data, that's the job.

Your First 90 Days

• Take ownership of the AP inbox and exception queue
• Close your first month-end alongside the Director of Finance and Administration
• Bring the W-9 and E-595E certificate files current

What You'll Do

Accounts Payable

• Review and code invoices in NetSuite; verify coding against approved purchase orders
• Monitor the AP inbox and retrieve invoices from vendor portals
• Handle exceptions: mismatches, missing documentation, invoices that don't route cleanly
• Investigate PO, receipt, and invoice discrepancies; escalate for resolution
• Prepare payment batches for review and release by the Director of Finance and Administration
• Reconcile vendor statements and flag aged or disputed items
• Support month-end close with correct-period coding and supporting detail

Accounts Receivable & Collections

• Distribute invoices to customers per each account's requirements
• Monitor aging and follow up on past-due balances
• Research billing questions, short payments, and application discrepancies
• Maintain clear, documented collections history for every account

Vendor & Customer Records

• Gather onboarding documentation: W-9s, remittance details, terms, tax certificates
• Prepare new account records and submit to the Director of Finance and Administration for review and activation
• Maintain accurate master data in NetSuite; flag duplicate or inactive records for cleanup

Tax & Compliance

• Track 1099-reportable vendors and chase missing or outdated W-9s
• Collect and validate Form E-595E exemption certificates; monitor expirations and request renewals
• Maintain organized, audit-ready documentation consistent with ISO 13485 standards

HR & Onboarding

• Coordinate interviews: scheduling, candidate communication, and logistics
• Run the new-hire onboarding checklist — paperwork, workspace, equipment, first-day schedule
• Maintain employee files and the milestone calendar (anniversaries, birthdays, company holidays)
• Handle employee and candidate information with strict confidentiality

Administrative Support

• Manage the general company inbox
• Greet the occasional scheduled visitor or vendor
• Assist with RMAs and customer case follow-up
• Order office supplies and manage inventory within budget
• Support the Director of Finance and Administration on projects, data cleanup, and ad hoc reporting

Qualifications

• 5+ years of accounting experience, including hands-on AP/AR. We're looking for the judgment that comes with that experience — sound coding decisions, clean documentation, and knowing when something doesn't look right — more than high-volume processing speed
• Proficient in Microsoft Office Suite — particularly Excel and Outlook
• Experience with accounting or ERP software (NetSuite, QuickBooks, SAP, or similar)
• Strong attention to detail and high degree of accuracy in data entry and financial recordkeeping
• Organized and self-directed, with the ability to manage multiple priorities and deadlines simultaneously
• Comfort coordinating schedules and communicating professionally with candidates, vendors, and customers
• Comfort working within defined approval controls and documenting your work — this role prepares and submits; the Director reviews and releases
• Trustworthy and discreet in handling confidential financial and personnel information

Preferred

• Associate's or Bachelor's degree in Accounting, Business, or a related field
• NetSuite experience a strong plus
• Experience supporting a Controller or Accounting Manager in a small-to-mid-size company
• Familiarity with 1099 preparation and year-end close processes
• HR administrative or recruiting coordination background
• Experience in a manufacturing or regulated industry environment

How We Work

• Have a Positive Impact — you make things better for the people around you
• Data-Driven — you work from facts, not assumptions
• Willing to Pitch In — no task is beneath anyone here

Compensation
Base Pay: $23.00 – $30.00 per hour, commensurate with experience.

Total Compensation: Our benefits package adds an estimated $8,000 – $12,000+ in annual value on top of base pay — bringing total compensation to roughly $27 – $36 per hour in equivalent value.

Compensation is reviewed annually. Increases and any annual bonus are based on individual and company performance and awarded at ownership's discretion.

Benefits

Medical, Dental & Vision

• Medical insurance — employer covers 70% of employee premiums
• Dental insurance — 100% employer paid
• Vision insurance — 100% employer paid

Retirement

• 401(k) with 4% employer match after 1 year of service

Paid Time Off

• PTO accrues with tenure, up to 4 weeks at 5+ years of continuous service
• All major and extended company holidays included

Hours
Monday–Friday, 8:00 AM – 4:30 PM (40-hour week with a 30-minute unpaid lunch). Some additional hours are typical in the final week of each month during close.

Equal Opportunity Employer.

Pay: $23.00 - $30.00 per hour

Benefits:

• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Paid time off
• Vision insurance

Education:

• Associate (Required)

Experience:

• Accounts payable: 5 years (Required)
• Accounts receivable: 5 years (Required)
• Organizational skills: 2 years (Required)

Shift availability:

• Day Shift (Required)

Ability to Commute:

• Durham, NC 27704 (Required)

Work Location: In person