Accounts Payable Coordinator - NetSuite & International AP Specialist

We are a U.S.-based importer of flooring and surface materials (tile and stone) seeking an experienced Accounts Payable Coordinator to own the day-to-day AP cycle for IB Supply and Dynamic Stone International (DSI). This is a long-term, ongoing remote role. This is a hands-on, individual-contributor position, not a supervisory or management role. We need someone with real, day-to-day AP experience who wants to be in the work every day - entering bills, matching invoices, staging payments in Tipalti - rather than someone looking to delegate or manage a team. You'll report functionally to our Accounting & Credit Supervisor; payment-release and banking authority remain with the Controller and Accounting & Credit Supervisor, and you'll prepare and stage payments for their approval. We're looking for someone who takes ownership of their work, communicates proactively, and brings real, seasoned expertise - not just familiarity - with the tools and processes below, including daily hands-on use of NetSuite and Tipalti. What You'll Be Doing Vendor Payments & AP Processing Enter vendor bills into NetSuite, coded to the correct GL account, entity (IB Supply / DSI), and cost center Prepare the weekly AP payment run in Tipalti and stage it for review and release by the Controller / Accounting & Credit Supervisor Process domestic checks and ACH, and international wires and ACH to overseas factories and vendors Record electronic, auto-pay, and credit-card transactions in NetSuite Maintain vendor statements; research and resolve discrepancies, short-pays, and overpayments Three-Way Match & Payment Controls Perform a pre-payment three-way match - vendor bill against the NetSuite purchase order and vendor proforma - before any bill is scheduled for payment Enforce the "IF number or no pay" gate in Tipalti: no payment is released without a valid reference / IF number Hold and flag price or quantity variances between PO, proforma, and bill; route unresolved variances to the Accounting & Credit Supervisor International, Freight & Landed Cost Review and enter freight and non-inventory vendor invoices; reconcile freight billing against POs, sales orders, and landed-cost records Reconcile customs and logistics invoices (e.g., RIM Logistics) and lead freight-bill resolution with third-party providers Match supplier and factory invoices to POs and confirm proformas prior to any international payment Vendor Management Set up and maintain vendor and supplier records in NetSuite, including banking details, payment terms, and tax data Collect and track W-9s and maintain the 1099 vendor list for year-end filing Own AP vendor communications and respond to payment inquiries AP Aging, Reporting & Close Produce and deliver the weekly AP aging report to the Accounting & Credit Supervisor (Thursdays) to support cash planning Support month- and year-end close: AP accruals, prepaids, vendor-statement reconciliations, and related journal entries Manage company credit-card reconciliation - gather supporting receipts, GL-code, and reconcile monthly Requirements 5+ years of hands-on accounts payable experience, including international vendor payments (wire/ACH) - we need someone seasoned and ready to work the daily AP queue themselves, not oversee others Required: hands-on experience with NetSuite (AP / bill entry and PO matching) and Tipalti (payment runs and approval workflow) - both are used daily in this role Strong Excel proficiency; comfortable working in cloud accounting and AP automation tools Disciplined three-way match and invoice-to-PO reconciliation practices Detail-oriented and accurate; able to manage AP volume, priorities, and deadlines independently Experience in a distribution, import, or manufacturing environment preferred Communication Requirements - Please Read Carefully Excellent written English is required Strong verbal English communication is required. This role involves regular calls with U.S.-based vendors, freight brokers, and our internal team. You must be comfortable and confident speaking on the phone in English, with clear pronunciation that is easily understood by American business contacts Must be available and working Monday-Friday, with defined daily overlap with U.S. Central Time for same-day coordination. This is a firm requirement and is not flexible Nice to Have Experience in the tile, stone, flooring, or building materials industry Familiarity with U.S. customs and import documentation (commercial invoices, bills of lading, etc.)