Accounts Payable Coordinator

Position Summary

The Accounts Payable Specialist is responsible for managing vendor invoices, processing payments, maintaining accurate financial records, and supporting the day-to-day operations of the Accounting Department. This position plays a key role in ensuring invoices are processed accurately and on time, expenses are properly documented, and vendor accounts remain up to date.

The ideal candidate is detail-oriented, organized, and analytical, with a strong understanding of accounts payable procedures and general accounting principles. This individual must be comfortable managing multiple priorities, resolving discrepancies, communicating with vendors and internal departments, and maintaining accuracy and confidentiality in a fast-paced environment.

Essential Duties and Responsibilities

Accounts Payable Processing

• Receive, review, and process vendor invoices for accuracy and completeness.
• Match invoices to purchase orders, contracts, receipts, and other supporting documentation.
• Verify invoice pricing, quantities, payment terms, and account coding.
• Prepare and process vendor payments in accordance with company procedures and payment schedules.
• Monitor outstanding invoices and ensure payments are made within established deadlines.
• Reconcile vendor statements and resolve discrepancies or outstanding balances.
• Communicate with vendors regarding invoice questions, payment status, and account discrepancies.
• Maintain organized records of invoices, payments, and supporting documentation.

Account Reconciliation and Financial Reporting

• Assist with monthly accounts payable reconciliations.
• Review accounts payable transactions to identify errors, duplicate invoices, or discrepancies.
• Research and resolve payment and billing issues with vendors and internal departments.
• Assist with tracking company expenses and maintaining accurate general ledger coding.
• Prepare accounts payable reports and summaries as needed.
• Support month-end and year-end accounting close procedures by ensuring invoices and related transactions are properly recorded.
• Assist the Accounting Department in meeting monthly close deadlines and reporting requirements.

Data Entry and Record Management

• Enter invoice and payment information into the company's accounting systems.
• Maintain accurate and up-to-date vendor records.
• Verify financial data and ensure all transactions are supported by appropriate documentation.
• Organize and maintain electronic and physical accounting files.
• Identify opportunities to improve invoice processing, recordkeeping, and data accuracy.
• Assist with other accounting and administrative tasks as assigned.

Communication and Collaboration

• Communicate professionally with vendors, employees, managers, and other departments regarding accounts payable matters.
• Work with internal teams to obtain approvals, resolve invoice discrepancies, and collect missing documentation.
• Provide timely updates regarding invoice processing, payment status, and outstanding issues.
• Maintain positive working relationships with vendors and internal stakeholders.
• Assist in developing and improving accounts payable procedures and workflows.

Knowledge, Skills, and Abilities

• Understanding of accounts payable procedures and general accounting principles.
• Experience processing invoices, reconciling vendor accounts, and coordinating payments.
• Strong attention to detail and commitment to accuracy.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Strong organizational and time management skills.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Strong analytical, problem-solving, and research skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality of sensitive financial information.
• Experience with Sage Intacct or similar ERP/accounting software preferred.
• Ability to work independently while collaborating effectively with the Accounting Department and other teams.