Accounts Payable Coordinator

The Accounts Payable Coordinator will provide operational and financial management support to all Staff and Faculty across campus. This position will be responsible for processing, verifying, and reconciling invoices for accurate and timely payment while ensuring approval policies and purchasing procedures are followed. The Accounts Payable Coordinator will report directly to the Director of Finance.

Responsibilities

• Invoice Processing: Collect and distribute invoices to related departments. Review, verify, and process vendor invoices in a timely and accurate manner. Ensure all invoices are correctly coded to the appropriate accounts and departments.

• Payment Processing: Prepare and execute payments for outstanding invoices in accordance with payment terms. Ensure payments are made promptly to maintain strong vendor relationships.

• Vendor Management: Maintain positive relationships with vendors, addressing any discrepancies or inquiries in a professional manner.

• Record Keeping: Accurately maintain accounts payable records, ensuring all documentation is properly filed for audit and reporting purposes.

• Reconciliations: Reconcile accounts payable ledger to ensure accuracy and resolve discrepancies in a timely manner.

• Expense Reports: Review and process employee expense reports, ensuring compliance with company policies.

• Reporting: Assist in the preparation of weekly, monthly, and quarterly AP reports to track outstanding liabilities and cash flow projections.

• Audit Support: Provide support during audits by organizing and providing necessary documentation as required.

• Compliance: Adhere to company policies and procedures to ensure compliance with financial regulations and internal controls.

• Cash Operations: Process daily cash transactions, maintain accurate cash records, and ensure the security and integrity of all cash-handling activities.

• Other related duties as assigned.

Qualifications

• Associate’s degree in Accounting, Finance, or related field required; Bachelor’s degree preferred.

• Bilingual in English and Mandarin Chinese preferred.

• Strong understanding of accounting principles and internal controls.

• Proficiency with accounting and ERP systems (e.g., QuickBooks, NetSuite, or similar).

• Advanced skills in Microsoft Excel and familiarity with other Office applications.

• Exceptional attention to detail, accuracy, and organizational skills.

• Ability to prioritize multiple tasks and meet deadlines in a fast-paced environment.

• Strong interpersonal and communication skills with a customer-service orientation.