AP/AR Coordinator

JOB OVERVIEW
Footprint Project is seeking an Accounts Payable/Receivable Coordinator to join our small, growing team! This position will play the crucial role of expediting our financial workflow. If you care about clean energy and sustainable emergency response and have relevant experience or transferrable skills, we’d love to meet you!

ABOUT US
Footprint Project is a 501(c)(3) nonprofit disaster service organization headquartered in New Orleans, Louisiana. We develop and deploy sustainable response technologies to community resilience centers after climate disasters in the U.S. Founded in 2018, Footprint Project works across the disaster management cycle to expand frontline access to mobile microgrids and reduce fossil fuel use. Visit www.footprintproject.org to learn more.

JOB DETAILS

Location: Louisiana, North Carolina, Minnesota for employees or remote in Central/Eastern time zone for Independent Contractors. Applicants based outside of Louisiana, North Carolina, or Minnesota will be considered for a position revised within a deliverables-focused contract.

Workplace Policy: Remote. Note: We currently meet at our warehouse-office in Metairie, LA and Mars Hill, NC once a month for a couple hours.

Job Type: Part-time. 

Schedule: 20-25 hours per week between Monday-Friday within the hours of 8am to 6pm local time. Schedule must be fixed hours. 

Travel: ~0% of the time.

Compensation: $24.00-$26.00 per hour. 

Benefits: Eligible employees receive the following:

Monthly stipends for healthcare, mental healthcare, and technology
31 days for vacations and holidays for the calendar year through the following Q1

Paid Sick Leave

Generous paid Bereavement Leave

Generous paid Parental Leave

Unpaid Family and Medical Leave

Professional development financial assistance

RESPONSIBILITIES

Day-to-Day Duties:

Accounts Payable (70%)

Request internal approval for invoices 

Process 20-30 approved invoices per month via electronic payment, record completed payments, and generate remittance advice

Handle requests and payments for Per Diem allowance, Travel Stipends, and expense reimbursements: request approvals, review forms, accurately maintain records, communicate promptly with employees and contractors, and ensure timely payments

Collect, organize, and maintain updated vendor/contractor information (ex: agreements, W-9 forms, profiles in Quickbooks Online); support with vendor/contractor enrollment

Prepare and distribute 1099s (annual project)

Provide courteous and prompt service to vendors, contractors, donors, partners, and employees

Accounts Receivable (25%)

Securely send donors remittance information when requested

Create and send 10-15 invoices per month, track invoice due dates, and send outstanding invoice reminders

Write and send donation receipt letters on a monthly basis

Communicate via email with vendors and donors to resolve any discrepancies on invoices or billing issues and to follow up on overdue payments

Issue credit memos and collections notices as needed

Bookkeeping (5%)

Provide supporting documentation for annual audit (June) as requested

Support as needed with categorizing and matching monthly income and expenses, ensuring receipts are uploaded and matched

Perform other job-related duties and support accounting and finance projects as needed

REQUIRED QUALIFICATIONS

At least 1 consecutive year of 100% AP, AR, billing, or bookkeeping experience

High accuracy rate for payment processing at the same or higher volume as stated

Proficiency in accounting software

Intermediate-advanced knowledge of MS Excel/GoogleSheets

Fantastic attention to detail, organization, and time management

Excellent verbal, written, and interpersonal communication skills

Strong problem-solving skills and ability to handle multiple tasks simultaneously

PREFERRED QUALIFICATIONS

Quickbooks Online experience

Ability to identify and implement automated systems to optimize financial operations

ATTRIBUTES

Excited to join a small, nimble, and innovative organization. You don’t just want to work here; you want to build something cool together.

Adaptable. You can pivot and problem-solve under pressure.

Strong interpersonal communication and training skills. You’re patient and respectful while assisting people of all skill levels and comfortable working with diverse groups of people.

Ask questions to clarify tasks and priorities. You can readily say “I don’t know” or “What the heck are you talking about?” or “I need help with this.”

Self-starter. You are able to work independently and remotely without needing hand holding.

Proactive. You don’t need to be nudged to do your work, and you take the initiative.

On board with decolonizing disaster relief, decarbonizing our planet, and working towards a just, equitable energy transition. You share our values.

APPLICATION PROCESS

Please submit your resume and cover letter.

The start date is as soon as we find the best candidate. No one candidate will fit all the requirements. If you meet most of the qualifications, check all the boxes in our attributes list, and have a willingness to learn, we encourage you to apply.

Footprint Project is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Footprint Project makes hiring decisions based solely on qualifications, merit, and business needs at the time. We expect our employees to uphold and demonstrate these same values, wherever we go and with whomever we work.