Accounts Payable Coord.

JOB SUMMARY

The Accounts Payable Coordinator is responsible for managing the company’s full-cycle accounts payable function, including timely and accurate processing of vendor invoices, payment processing, and reconciliation. This role also provides backup support for billing and cash applications and plays a key role in maintaining strong vendor relationships and supporting financial operations.

Requirements

ESSENTIAL FUNCTIONS

· Responsible for full-cycle Accounts Payable operations, including:

- Review and process vendor invoices by matching them with purchase orders; enter transactions into Microsoft Dynamic Navision or equivalent ERP system

- Code expense invoices accurately to general ledger accounts and ensure timely posting

- Collaborate with buyers to resolve invoice and purchase order discrepancies promptly

- Initiate and execute payments to vendors via check, ACH, or wire transfer

- Monitor and manage vendor account balances, addressing any outstanding issues

· Maintain accurate and up-to-date vendor records, including W-9s and payment preferences

· Ensure timely payments to maximize available vendor discounts

· Track, record, and reconcile international payments using Excel or other financial tools

· Adhere to internal controls and support month-end closing activities related to Accounts Payable

· Serve as backup for Billing and Cash Application functions during peak periods or team absences

· Prepare, issue, and file annual 1099 forms in compliance with IRS regulations

· Assist the Accounting Department with month-end and year-end closing activities, reporting, and reconciliations

· Sales tax compliance

· Participate in special projects, audits, or process improvement initiatives as assigned by the Accounting Manager

· Perform other duties as assigned to support departmental goals and maintain continuity of operations

PERFORMANCE MEASURES

· Volume of invoices accurately processed within defined timeframes

· Maintain an average invoice backlog of two or fewer business days

· Percentage of invoices paid within vendor terms to optimize available discounts

· Timely and accurate closure of Accounts Payable during monthly close cycles

· Accuracy rate of invoice coding and data entry (e.g., minimal corrections required)

· Responsiveness in resolving vendor and internal discrepancies

· Consistent record of attendance, punctuality, and adherence to scheduled work hours

SUPERVISOR RESPONSIBILITY

· None

POSITION TYPE/EXPECTED HOURS OF WORK

· This position is full-time and follows a hybrid work schedule.

· Days and hours of work are Monday through Friday, 8:00am-5:00pm

EDUCATION, LICESES, AND EXPERIENCE

· High School Diploma or GED required

· Minimum 2 years of experience in Accounts Payable or general accounting.

SKILLS (Language, Mathematical, Reasoning, Other)

· Strong computer and typing proficiency

· Proficient in Microsoft Excel, including basic formulas and data entry

· Clear and professional verbal and written communication skills

· Comfortable working in a fast-paced, deadline-driven environment

· Able to collaborate effectively in a team setting and work independently with minimal supervision

WORKING CONDITIONS/PHYSICAL DEMANDS

· Primarily a sedentary, office-based role with extended periods of computer use

· Must be able to manage multiple tasks and shifting priorities with accuracy and attention to detail

· Occasional need to work additional hours during peak accounting periods (e.g., month-end, year-end)