Coordinator, Client AP

Description

Job Overview:

The AP Coordinator performs the day-to-day processing and resolution of accounts payable transactions, including invoice exceptions and payments. This role ensures all accounts payable activities are completed accurately, efficiently, and in compliance with company policies and regulatory requirements. The AP Coordinator is responsible for researching and resolving AP inquiries, identifying and communicating process issues, and collaborating across teams to deliver best-in-class service to both internal and external stakeholders.

Monday through Friday

10:00AM-7:00PM ET -OR-11:00AM-8:00PM ET

Your Responsibilities:

Invoice & Payment Processing:

• Review invoices for accuracy and compliance with organizational guidelines and process files between the IMS and accounting system.
• Review approved invoices and print or export payments based on cash availability; make online and phone payments as needed.
• Process outgoing check payments for mailing or interoffice distribution and handle void and reissue requests.
• Prepare and process recurring invoices from assigned budgets at the start of the fiscal year.
• Sort incoming mail and route invoices and time-sensitive items appropriately.

Research & Exception Resolution:

• Research, respond to, and resolve AP inquiries and research items from internal and external parties, addressing items directly or routing them to the appropriate party within established timeframes (e.g., two business days).
• Resolve invoice exceptions such as duplicate payments, missing invoices or payments, image or documentation issues, and unmatched items.
• Complete daily ticket and IMS-related assignments, including emergency and special requests.

Compliance, Reporting & Process Improvement

• Perform root cause analysis on issues and communicate recurring error trends to management.
• Generate and maintain AP reporting and records per established guidelines.
• Prepare vendor and IRS tax documents as necessary.

Collaboration & Communication:

• Collaborate with internal stakeholders to ensure invoice information is captured correctly and processes are followed for timely payment.
• Identify accounts with negative cash balances and communicate with the appropriate onsite teams.

Additional Duties:

• Practice and adhere to FirstService Residential Global Service Standards.
• Always conduct business with the highest standards of personal, professional and ethical conduct.
• Perform or assist with any operations as required to maintain workflow and to meet schedules.
• May participate in any variety of meetings and work groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, policies, and regulatory guidelines.
• Ensure all safety precautions are followed while performing the work.
• Follow all policies and Standard Operating Procedures as instructed by Management.
• Perform any range of special projects, tasks and other related duties as assigned.

Skills & Qualifications:

• Two years of experience in related field is preferred.
• Strong knowledge of Microsoft applications, especially Word and Excel, including a working knowledge of complex Excel functions (e.g., pivot tables, VLOOKUPs), and strong general computer and systems proficiency.
• Familiarity with AI productivity tools (e.g., Microsoft Copilot, Claude) and a willingness to adopt them to improve efficiency; extensive experience not required.
• Excellent customer service and relationship skills with internal and external clients; persuasive, patient, and a strong listener.
• Strong verbal, written, and presentation communication skills.
• Detail oriented with strong organizational skills.
• Ability to work with sensitive or confidential information.
• Ability to prioritize, meet deadlines, and work well under pressure; committed to getting the job done.

What We Offer:

As a full-time non - exempt associate, you will be eligible for full comprehensive benefits to include your choice of multiple medical plans, dental, and vision. In addition, you will be eligible for time off benefits, paid holidays, and a 401k with company match. Occasional travel may be required to attend training and other company functions.

Disclaimer Statement:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. This is not an all-inclusive job description; therefore, management has the right to assign or reassign schedules, duties and responsibilities to this job at any time.

Automated Employment Decision Tool (AEDT) Usage: We may utilize an Automated Employment Decision Tool (AEDT) in connection with the assessment or evaluation of candidates. The AEDT is designed to assist in objectively evaluating candidate qualifications based on specific job-related characteristics.

Job Qualifications and Characteristics Assessed: The AEDT evaluates candidates based on job qualifications and characteristics pertinent to the role, including skills, experience, and competencies relevant to the position requirements. These qualifications are determined by the unique needs of each role within our company.

Alternative Selection Process or Reasonable Accommodations: Candidates who require an alternative selection process or a “reasonable accommodation,” as defined under applicable disability laws, may make a request through our designated contact channel national_recruiting@fsresidential.com.

Requesting Information About the AEDT - NYC Local Law 144: Candidates who reside in New York City and are subject to NYC Local Law 144 may request information about the AEDT, including details on the type of data collected, the sources of such data, and our data retention policies. To submit a request, please contact us at national_recruiting@fsresidential.com; we will respond in accordance with Local Law 144, within 30 days.