Accounting Operations Coordinator

ARMS; Mobile, Northern (AL, KY); Hybrid; USD 42,000 - 56,000; Full time

Job summary

ARMS in Mobile, Alabama is seeking an Accounting Operations Coordinator to support the Director of Administration & Operations with invoicing, collections, vendor administration, accounts payable processing, and payment coordination.

This execution‑oriented, detail‑driven role aims for clean processing and fast follow‑through, with organized documentation and a lighter administrative load on senior leadership. You will handle onboarding, W9 documentation, and payment confirmations in HubSpot.

Qualifications

• Strong organizational skills and sharp attention to detail.
• Professional, clear communication.
• Ability to manage multiple workstreams without dropping details.
• Proficiency with Microsoft Office.
• Experience with invoicing, collections, or AP processing preferred.

Responsibilities

• Prepare and issue customer invoices.
• Assist with accounts receivable follow-up and collections.
• Monitor outstanding invoices and update payment status.
• Maintain invoice records and documentation.
• Support weekly AR reviews in HubSpot and Rillet.
• Coordinate payment confirmations.
• Complete vendor and customer onboarding.
• Coordinate ACH and credit card payment requests.
• Manage W9 documentation.
• Maintain compliance documents in HubSpot.
• Support customer AP onboarding.
• Process AP workflows through Ramp.
• Review invoices for completeness.
• Assist with reconciliation and verification.

Skills

Organizational skills

Attention to detail

Professional communication

Multi-tasking

Microsoft Office

Tools

HubSpot

Rillet

Ramp

Microsoft Office

Job description

ARMS has built integrated CAD, RMS, and compliance software for public safety agencies since 1988. Today, more than 1,000 agencies across 48 states rely on our cloud-based, CJIS-compliant platform — backed by a U.S.-based support team that answers 24/7/365. We build technology that matters, and we’re committed to the agencies that protect and serve.

About the Role

We’re hiring an Accounting Operations Coordinator to provide execution support for the Director of Administration & Operations across invoicing, collections, vendor administration, accounts payable processing, and payment coordination. This role exists to keep operational paperwork, vendor onboarding, customer billing documentation, and payment processing moving accurately and quickly — so revenue and vendor obligations flow efficiently through the business.

This is a highly execution-oriented, detail-driven role. Success looks like clean processing, fast follow‑through, organized documentation, and a lighter administrative load on senior operations leadership.

What You’ll Do

Invoicing & Collections Support

• Prepare and issue customer invoices
• Assist with accounts receivable follow‑up and collections
• Monitor outstanding invoices and update payment status
• Maintain invoice records and documentation
• Support weekly AR reviews in HubSpot and Rillet
• Coordinate payment confirmations
• Complete vendor and customer onboarding
• Coordinate ACH and credit card payment requests
• Manage W9 documentation
• Maintain compliance documents in HubSpot
• Support customer AP onboarding

Accounts Payable Processing

• Process AP workflows through Ramp
• Review invoices for completeness
• Assist with reconciliation and verification

What We’re Looking For

• Strong organizational skills and sharp attention to detail
• Professional, clear communication
• The ability to manage multiple workstreams without dropping details
• Proficiency with Microsoft Office
• Experience with invoicing, collections, or AP processing preferred

The Details

• Type: Full‑time
• Reports to: Director of Administration & Operations