Accounting & Administrative Coordinator

AERO-CLASSICS HEAT TRANSFER PRODUCT; La Verne (CA); On-site; USD 36,000 - 44,000; Full time

Job summary

AERO-CLASSICS HEAT TRANSFER PRODUCT in La Verne, CA is seeking an Accounting & Administrative Coordinator to support Accounts Payable/Receivable and provide admin support to management while assisting with quality management system documentation.

The role collaborates across Accounting, Administration, Quality and Executive teams, handling financial transactions, recordkeeping, vendor/customer communications, and general office operations; some executive support to the CEO is included.

Qualifications

• High school diploma or equivalent.
• Minimum three years of accounting, bookkeeping, administrative, or business support experience.
• Experience with Accounts Payable and Accounts Receivable processes.
• Strong organizational and time-management skills.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office applications, including Excel, Outlook, Word, and Teams.
• Effective verbal and written communication skills.

Responsibilities

• Process vendor invoices and match with POs and receiving documents.
• Prepare weekly check runs and payment processing.
• Maintain vendor records and supporting documentation.
• Process customer invoices, payments, and aging reports.
• Assist with month-end closing and reconciliation activities.
• Provide limited administrative support to the CEO and management.
• Maintain filing systems and records; coordinate communications with customers and vendors.
• Support document control and quality system documentation activities as needed.

Skills

Strong organizational skills

Attention to detail

Effective verbal and written коммуника

Time-management skills

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Salary Range: $26.00 To $32.00 Hourly

JOB DESCRIPTION

Job Title: Accounting & Administrative Coordinator
Date Reviewed: 11/03/2026
Manager Job Title: Chief Executive Officer (CEO)
FLSA Status (Exempt/Non-Exempt): Non-Exempt
Positions Supervised (if applicable): None

Position Summary

The Accounting & Administrative Coordinator is primarily responsible for supporting the Company's Accounts Payable and Accounts Receivable functions while providing administrative support to management and assisting with quality management system documentation and recordkeeping activities.

This position serves as a key cross-functional resource supporting Accounting, Administration, Quality, and Executive Management. Responsibilities include processing financial transactions, maintaining records, coordinating communications with customers and vendors, supporting document control activities, and assisting with general office operations. The position also provides limited administrative support to the Chief Executive Officer and participates in special projects as assigned.

The Accounting & Administrative Coordinator works closely with employees, customers, vendors, management, and external business partners to help ensure efficient business operations, accurate recordkeeping, and compliance with company procedures.

This position requires the employee to perform the essential functions outlined in this job description, with or without reasonable accommodation.

Essential Job Functions

Accounts Payable

• Review, verify, and process vendor invoices and supporting documentation.
• Match invoices, purchase orders, and receiving documentation as required.
• Prepare weekly check runs and payment processing.
• Maintain vendor records and supporting documentation.
• Respond to vendor inquiries and resolve discrepancies.
• Monitor open payables and ensure timely payment processing.
• Assist with month-end closing and reconciliation activities.

Accounts Receivable

• Generate and distribute customer invoices and statements.
• Process customer payments, including checks, ACH payments, wire transfers, and credit card transactions.
• Monitor customer account balances and aging reports.
• Assist with collection efforts and follow up on outstanding balances.
• Research and resolve customer billing discrepancies.
• Maintain accurate customer records and payment history.
• Prepare reports related to receivables and cash activity.

Administrative Support

• Answer and direct incoming telephone calls.
• Process incoming and outgoing mail and deliveries.
• Maintain electronic and paper filing systems.
• Prepare correspondence, reports, spreadsheets, and business documents.
• Coordinate office supplies and administrative resources.
• Assist with scheduling meetings and maintaining calendars as needed.
• Support employee onboarding and administrative recordkeeping activities.
• Maintain company records and databases.

Quality Management System Support

• Maintain quality records, certifications, inspection documentation, and controlled documents.
• Assist with document control and revision management activities.
• Support record retention and file organization requirements.
• Assist with audit preparation activities and documentation requests.
• Coordinate documentation between Quality, Operations, and Management departments.
• Support continuous improvement initiatives and quality system compliance activities.

Executive Support

• Provide limited administrative support to the CEO and management team.
• Assist with meeting preparation, research, reporting, and special projects.
• Maintain confidentiality of sensitive business information.
• Support executive communications and follow-up activities as assigned.

Other Duties and Responsibilities

• Assist with cross-functional projects involving Accounting, Quality, Operations, and Administration.
• Maintain professional communication with customers, vendors, employees, and management.
• Support departmental objectives and business initiatives.
• Exercise sound judgment, professionalism, and confidentiality in all business matters.
• Perform other duties as assigned.

Qualifications / Skills / Experience

Required Qualifications

• High school diploma or equivalent.
• Minimum three years of accounting, bookkeeping, administrative, or business support experience.
• Experience with Accounts Payable and Accounts Receivable processes.
• Strong organizational and time-management skills.
• Strong attention to detail and accuracy.
• Proficiency with Microsoft Office applications, including Excel, Outlook, Word, and Teams.
• Effective verbal and written communication skills.

Preferred Qualifications

• Associate degree in Accounting, Business Administration, or related field.
• Manufacturing and/or aerospace industry experience.
• Experience with ERP and accounting software systems.
• Knowledge of quality documentation and document control processes.
• Experience supporting multiple departments in a fast-paced environment.

Knowledge, Skills & Abilities

• Ability to maintain a high degree of accuracy and confidentiality.
• Strong problem-solving and organizational skills.
• Ability to prioritize multiple responsibilities and deadlines.
• Ability to work independently with minimal supervision.
• Ability to effectively communicate with customers, vendors, employees, and management.
• Ability to maintain professional working relationships across departments.

Working Environment & Physical Demands

Work is performed primarily in an office environment and requires regular use of computers, telephones, printers, scanners, and other standard office equipment.

The employee is frequently required to sit, type, read, write, and perform repetitive hand and finger movements. The employee may occasionally stand, walk, bend, reach, stoop, or move throughout office, warehouse, and production areas.

The employee may occasionally lift, carry, push, or pull office materials, files, supplies, or boxes weighing up to 20 pounds, with or without reasonable accommodation.

When entering manufacturing or production areas, required personal protective equipment (PPE) must be worn in accordance with company policies.

Mental & Cognitive Requirements

This position requires the ability to read, understand, interpret, and maintain business records, accounting records, quality documentation, reports, and correspondence.

The employee must be able to communicate effectively with customers, vendors, employees, management, and outside business partners. The position requires the ability to analyze information, prioritize tasks, manage multiple projects simultaneously, solve routine problems, and meet established deadlines.

The employee must maintain focus, accuracy, professionalism, confidentiality, and sound judgment while working in a fast-paced environment subject to changing priorities and interruptions.