Accounts Payable Coordinator

Accounts Payable Coordinator

Finance & Accounting | Full-Time | Hourly (Non-Exempt)

Key Highlights

💼 Hands-on role supporting high-volume accounts payable and cash disbursements

📊 Work closely with Finance, Accounting, A/R, and Purchasing teams

🧾 Play a critical role in invoice accuracy, vendor relations, and payment integrity

🏦 Exposure to banking operations, positive pay, and GL account analysis

Position Overview

We are seeking a detail-oriented Accounts Payable Coordinator to support the accurate and timely processing of invoices, payments, and cash disbursements. This role is essential to maintaining strong vendor relationships, ensuring financial accuracy, and supporting day-to-day accounting operations.

The ideal candidate thrives in a fast-paced environment, brings strong attention to detail, and enjoys working cross-functionally with internal teams to resolve discrepancies and improve processes.

Key Responsibilities

Accounts Payable Operations

• Process vendor invoices by indexing purchase order information in the document management system to ensure accuracy and proper authorization
• Resolve invoice discrepancies by partnering with internal departments and vendors
• Prepare and process daily check runs in accordance with established payment terms
• Process approved payment requests related to surplus and trade transactions
• Maintain recurring payment schedules for corporate expenses, expense reports, and petty cash

Cash Management & Banking

• Update daily cash sheets for check disbursements and wire transfers
• Prepare and submit daily bank positive pay files to prevent fraudulent or duplicate payments
• Coordinate with banking partners on stop payment requests as needed
• Monitor and maintain daily PayPal transactions, ensuring purchase orders are closed within established timelines

Cross-Functional & Administrative Support

• Partner with Accounts Receivable and surplus teams to process customer credits and returns
• Process daily credits due to the organization related to distribution returns
• Create and maintain new vendor records using purchasing-provided information
• Prepare and maintain assigned GL account analyses to support staff accountants
• Maintain organized document retention and filing systems for quick retrieval
• Respond to vendor inquiries via phone and email regarding payment status and account questions

Performance Metrics

• Consistently meets deadlines with a high level of accuracy
• Demonstrates strong attention to detail and thoroughness
• Completes tasks efficiently while maintaining quality standards
• Meets productivity and performance objectives established during quarterly reviews

Qualifications

• Positive, team-oriented attitude
• Strong organizational and time-management skills
• Ability to prioritize daily tasks and adapt to shifting priorities
• Proactive problem-solver with a detail-driven mindset

Knowledge & Skills

• Prior experience using Microsoft-based systems
• Working knowledge of accounting principles and accounts payable processes
• Ability to operate effectively in a fast-paced office environment
• Strong communication and customer service skills
• High level of accuracy and attention to detail

Education & Experience

• High School Diploma or equivalent preferred
• Associate degree or relevant college coursework preferred
• Prior Accounts Payable or accounting experience required

Work Schedule

• Monday through Friday, 8:00 AM – 5:00 PM
• One-hour lunch break, typically between 12:00 PM – 1:00 PM
• Overtime and time off must be requested and pre-approved in accordance with company policy

Work Environment

• Professional office environment with casual-professional dress standards
• Employees are required to wear company-provided branded attire once issued
• ID badge and access credentials must be worn at all times
• Adherence to all workplace safety policies is required