Accounts Payable Coordinator

POSITION PURPOSE:

The Accounts Payable Coordinator is responsible for supporting the Accounts Payable department with the accurate and timely processing of vendor invoices, payments, reconciliations, and related accounts payable functions. This role requires strong attention to detail, organization, and the ability to manage multiple priorities in a fast-paced hospitality environment while ensuring compliance with company policies and accounting procedures.

ESSENTIAL FUNCTIONS AND BASIC DUTIES:

• Review, code, and process vendor invoices accurately and in a timely manner.
• Match invoices to purchase orders, receive documents, and verify appropriate approvals.
• Assist with preparing and processing ACH payments, wires, and check runs in ERP system.
• Maintain vendor records, including W-9 forms, payment information, and verify payment details.
• Reconcile vendor statements and resolve discrepancies with vendors and internal departments.
• Monitor accounts payable inbox and respond to vendor inquiries professionally and promptly.
• Assist with month-end closing procedures related to accounts payable.
• Support accrual preparation and invoice tracking for month-end reporting.
• Ensure proper documentation and approvals are maintained for all payments.
• Collaborate with accounting, purchasing, and operations teams to ensure timely invoice processing.
• Assist with year-end audit requests by gathering invoices, payment records, and supporting documentation.
• Maintain organized electronic and physical records in accordance with company policies.
• Assist AP Manager and Perform other AP related duties as assigned.

KNOWLEDGE, EXPERIENCE AND SKILLS:

• Associate's degree in accounting, Finance, Business Administration, or related field preferred.
• Prefer 1-3 years of accounts payable, bookkeeping, or related experience. Hospitality, restaurant, or hotel experience is a plus.
• All employees must maintain a neat, clean, and well-groomed appearance per Company standards.
• Working knowledge of Accounts payable processes and basic accounting principles.
• Strong attention to detail and accuracy in data entry and invoice review.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Excellent organization and time management skills.
• Strong written and verbal communication skills.
• Ability to work collaboratively with vendors, managers, and internal departments.
• Competency in Microsoft Office applications, specifically Microsoft Excel.
• Can maintain confidentiality
• Experience with accounting systems, ERP platforms, or invoice processing software preferred.
• Hospitality, restaurant, or hotel accounting experience is preferred.

INTENT AND FUNCTION OF JOB DESCRIPTIONS

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded.

Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the position. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer.

Cipriani is an equal opportunity employer.