Accounting Administrative Coordinator (AP)

Accounting Administrative Coordinator (AP)
Entity: HR MGMT 10, LLC
Department: Finance 
FLSA Status: Non-Exempt
Reports To: Finance Manager 

1. PURPOSE

The Accounting Administrative Coordinator is responsible for supporting financial operations at assigned locations by managing vendor invoices, processing bill payments, and maintaining accurate financial documentation. This role ensures timely payment of all obligations, proper approval workflows, and alignment with company financial controls and compliance requirements.

2. SCOPE

This role supports:

• Accounts Payable (AP) functions
• Vendor invoice processing
• Bill payment coordination
• Expense tracking and documentation

This role does not include:

• Financial reporting ownership
• Budget development
• Independent accounting reconciliation or audit responsibility

3. RESPONSIBILITIES

3.1 Accounts Payable (Bill Pay) Administration

• Receive and review all vendor invoices for accuracy and completeness
• Verify proper approvals are obtained prior to processing
• Code and enter invoices into the accounting system (QuickBooks, ERPNext, or applicable system)
• Maintain invoice tracking logs and payment schedules
• Prepare weekly bill pay summaries for review and approval
• Process payments via ACH, check, or wire in accordance with company controls
• Monitor due dates to ensure timely payments and avoid late fees

3.2 Vendor Management

• Maintain accurate vendor records, including W-9 documentation
• Serve as point of contact for vendor inquiries regarding payments
• Resolve discrepancies between invoices and approved services or goods
• Assist with 1099 tracking and documentation preparation

3.3 Expense Control & Documentation

• Maintain organized digital and physical records of all invoices and payments
• Ensure all expenses are properly approved and documented
• Track recurring expenses (rent, utilities, waste disposal, security, etc.)
• Identify and escalate duplicate, incorrect, or unusual charges

3.4 Internal Coordination

• Coordinate with:
  • Facility leadership for invoice approvals
  • HR/Operations for expense verification
  • Finance team for funding and payment release
• Support cross-functional communication to ensure financial accuracy

3.5 Reporting & Administrative Support

• Provide weekly reporting including:
  • Open invoices
  • Upcoming payment obligations
• Assist Finance team with:
  • Month-end close preparation
  • Audit documentation requests
  • Expense tracking summaries

4. QUALIFICATIONS

4.1 Education

• High School Diploma or equivalent required
• Associate’s Degree in Accounting, Finance, or related field preferred

4.2 Experience

• 1–3 years of administrative or accounting support experience required
• Experience with invoice processing, accounts payable, or bill pay preferred
• Experience in multi-entity or multi-location environments preferred

4.3 Technical Skills

• Proficiency in Microsoft Excel (basic to intermediate)
• Experience with accounting systems (QuickBooks, ERP, or similar) preferred
• Ability to learn internal systems (ERPNext, financial tracking tools)

5. COMPETENCIES

• Strong attention to detail and accuracy
• Organizational and time management skills
• Ability to manage deadlines and prioritize workload
• Effective communication with internal teams and external vendors
• Ability to maintain confidentiality of financial information
• Process-driven and compliance-focused mindset

6. WORK ENVIRONMENT

• Onsite role at assigned facility (Vassar, MI)
• Office-based work with regular interaction across departments
• May require coordination with multiple locations and departments

7. PHYSICAL REQUIREMENTS

• Ability to sit and work at a computer for extended periods
• Occasional walking within facility to coordinate with departments
• Ability to lift up to 15 lbs (files, documents, office materials)

8. SUCCESS METRICS

• All invoices processed accurately and on time
• Zero late payments or service disruptions due to missed payments
• Accurate and complete documentation for all financial transactions
• Clean audit trail for all expenses and vendor payments
• Positive and professional vendor relationships
• Timely submission of weekly reporting