Accounts Payable Coordinator

Ascension Global Staffing & Executive Search is seeking an Accounts Payable Coordinator on behalf of our client for their Coral Gables, FL office. 

This is a full-time, in-office position with eligibility for 1 remote day per week after 90 days.

Position Summary

The Accounts Payable Coordinator will manage the firm’s financial obligations, ensuring that vendors and suppliers are paid accurately and on time. This role is critical for maintaining the firm’s financial health, managing cash flow, and ensuring compliance with accounting standards, particularly for client-related expenses.

Key Responsibilities

• Invoice Processing: Receive, code, and enter vendor invoices into the accounting system; verify accuracy and match with purchase orders where applicable.
• Vendor Management: Communicate with vendors to resolve discrepancies or questions.
• Payment Processing: Prepare, review, and issue payments (checks, ACH, wire transfers).
• Expense Tracking & Allocation: Accurately track and allocate client-specific costs and firm expenses.
• Reconciliation: Reconcile vendor statements, bank, and credit card accounts monthly.
• Month-End & Year-End: Assist with closing processes related to accounts payable.
• Record-Keeping: Maintain organized and accurate AP records for audits and tax compliance.
• Reporting: Generate AP aging, cash flow, and financial reports.
• Petty Cash: Manage and record petty cash reimbursements.
• Trust Account Management: Handle cash receipts and disbursements for the firm’s IOLTA account.

Skills & Qualifications

• Experience: 3   years of AP experience (law firm or professional services preferred).
• Software: Proficiency with Tabs3 or other legal billing/accounting software.
• Excel: Strong proficiency with Microsoft Excel required.
• Accounting Knowledge: Solid understanding of GAAP and bookkeeping principles.
• Detail-Oriented: High accuracy and meticulous approach to financial records.
• Communication: Strong written and verbal skills for vendor and internal communication.
• Organization: Ability to manage high invoice volume and payment cycles.
• Integrity: Handle sensitive and confidential financial information with discretion.

Education

• Bachelor’s degree in Accounting or equivalent experience (3 years in accounts payable).
• Law firm experience preferred.