AP Coordinator

Position Summary

We are seeking a highly organized and detail-driven Accounts Payable (AP) Clerk to support our resort’s Finance team. This role is responsible for processing vendor invoices, ensuring proper coding and approvals, maintaining accurate records, and supporting timely and accurate payment of all vendor obligations.

This position plays a critical role in maintaining strong vendor relationships, ensuring compliance with internal controls, and supporting the resort’s financial accuracy and operational efficiency.

Key Responsibilities

AP Automation System Utilization

• Utilize an AP automation and invoice management system to process vendor invoices digitally
• Work within automated workflows to route invoices for approval and manage exceptions
• Perform two-way and three-way matching (invoice, purchase order, and receiving documentation)
• Monitor system dashboards and processing queues to ensure timely invoice handling
• Support vendors with electronic invoice submission through a vendor portal when applicable
• Run and manage weekly check runs and scheduled payment cycles in accordance with company policies and approval protocols

Recurring Invoices & Period Accuracy

• Ensure all recurring invoices (utilities, service contracts, subscriptions, maintenance, and other scheduled expenses) are consistently recorded and tracked each month
• Verify that recurring vendor charges are complete, accurate, and in line with contractual agreements
• Ensure invoices are recorded in the proper accounting period, supporting accurate month-end cut-off and accrual processes
• Identify missing invoices and coordinate with vendors or internal departments to ensure completeness of expenses

Reconciliations & Accuracy

• Reconcile vendor statements and investigate discrepancies
• Monitor unmatched or disputed invoices and follow up for resolution
• Maintain accurate AP aging and support month-end closing procedures

Vendor & Compliance Management

• Assist with vendor onboarding including W-9 collection and documentation requirements
• Ensure compliance with internal controls and accounting policies
• Maintain organized records for audit and financial review purposes

Cross-Department Collaboration

• Coordinate with Purchasing, Operations, and Department Heads to resolve invoice issues
• Support CapEx and FF&E invoice tracking as required
• Assist with audit requests and special projects as assigned
• Assisting in other functions as needed and to cover other's time off 

Qualifications

• 1–3 years of Accounts Payable or finance-related experience; hospitality experience preferred.
• Understanding of general accounting principles.
• High attention to detail and accuracy.
• Understanding of AP workflows and internal control standards
• Excellent communication skills and professional demeanor
• Ability to prioritize tasks and meet deadlines
• Experience using AP automation platforms preferred
• Proficiency in Microsoft Office (especially Excel) and accounting software