Accounts Payable Coordinator

Company Overview

Established in 1929, Heinen’s is a leading, family-owned grocery retailer known for its premium-quality products and outstanding customer service. Now in its fourth generation of family leadership, Heinen’s operates 24 locations – 19 in the Cleveland, Ohio area and 5 in the Chicago, Illinois market – supported by two distribution warehouses, a food production facility, and a corporate office located in Warrensville Heights, Ohio.

Our culture is rooted in an associate-first philosophy, placing a strong emphasis on the well-being, development, and quality of life of every team member. We offer competitive compensation, professional development and leadership training programs, paid time off, and flexible scheduling designed to promote a healthy work-life balance.

Job Summary

The Accounts Payable Coordinator is responsible for the accurate and timely processing of invoices within the company’s financial systems. This role ensures vendor payments are executed in accordance with established terms while maintaining strict adherence to internal controls and accounting policies. Additionally, the position supports vendor bill-backs, account reconciliations, and month-end close activities to promote financial accuracy and operational efficiency.

Key Responsibilities

• Review, validate, and process vendor invoices accurately and within designated payment terms.
• Process and accurately code facility-related invoices, ensuring alignment with approved work orders and proper general ledger classification.
• Investigate and resolve cost discrepancies in collaboration with appropriate internal stakeholders.
• Respond to vendor inquiries regarding payments, deductions, and account status in a professional and timely manner.
• Communicate with corporate office and store personnel to address missing or incorrect receiving documentation.
• Review and reconcile vendor statements to ensure account accuracy.
• Prepare and submit month-end accruals to the Accounting Department.
• Verify purchase orders against invoices to ensure proper matching and authorization.
• Ensure all financial transactions are accurately recorded in the company’s accounting system.
• Perform timely and accurate month-end reconciliations of assigned general ledger accounts.
• Process and reconcile vendor bill-backs and associated customer billings with accuracy and within established deadlines.

Qualifications

• Bachelor’s degree in accounting, Finance, or a related field preferred.
• 1–3 years of accounts payable or related accounting experience preferred.
• Strong written and verbal communication skills, with the ability to effectively interact across all levels of the organization.
• Proficiency in Microsoft Office applications, including Outlook, Word, Teams, PowerPoint, and Excel.
• Demonstrated ability to build collaborative working relationships across departments.
• Strong attention to detail with the ability to meet deadlines in a fast-paced, dynamic environment.
• Effective problem-solving, organizational, and time management skills, with the ability to manage multiple priorities.
• High level of professionalism, discretion, and sound judgment, maintaining strict confidentiality.
• Ability to provide ongoing remote support to Chicago-area facilities.

Heinen’s, Inc. provides equal employment opportunity to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, veteran status, or any other characteristic protected by federal, state, or local law.