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)
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