Accounts Payable and Client Billing Coordinator, Front Desk Liaison

Step into a day where numbers, people, and process all meet

As our Accounts Payable and Client Billing Coordinator, Front Desk Liaison, you’ll blend precise financial work with gracious first impressions. Your mornings might begin at the reception area—welcoming visitors, answering calls, and sorting incoming mail—and quickly transition to high-volume billing and full-cycle payables where accuracy and timeliness matter.

Role Snapshot

Reports To: Rebecca, Assistant Controller

FLSA Status: Non-Exempt

What your day looks like

• Drive daily, high-volume customer billing by reviewing, coding, entering, researching discrepancies, producing reports, and troubleshooting issues.
• Serve as the first point of contact at the front desk: greet guests, manage phone lines, and handle incoming mail with professionalism.
• Organize incoming vendor invoices/credits and route them to the appropriate AP associate for payment.
• Investigate unvouchered purchase orders and gather the documents needed to resolve them.
• Support the AP check cycle, including check matching, scanning, and filing paid invoices.
• Own full-cycle AP: three-way match, confirmation of approvals, documentation control, account coding, and accurate data entry.
• Match receiving transactions for goods and services and reconcile invoices with purchase orders and packing lists.
• Keep customer records current (contacts and billing email addresses) and manage digital/physical filing for customer and vendor invoices after processing.
• Assist with credit card receipt scanning, coding, and timely posting.
• Collaborate daily with the Controller, merchandisers, Warehouse receiving associates, and vendors to keep workflows on track.
• Work closely with teammates to ensure nothing falls through the cracks and participate in special projects assigned by management.
• Uphold company policies, including the employee handbook and corporate procedures.

What you bring

• Fluency with figures: discounts, interest, commissions, portions, percentages, and volumes.
• Accurate 10-key/calculator abilities; proficiency in MS Excel and MS Word; familiarity with Sage is a plus.
• Strong multitasking with meticulous attention to detail.
• Clear written and verbal communication skills.
• Organizational strength and the ability to prioritize a dynamic workload.
• Resourceful problem-solver who meets strict deadlines.
• Consistency in following department policies and procedures and thriving in a team setting.

Front Desk Service Mindset

You’ll be the calm, helpful presence at our front desk while keeping billing and payables moving—balancing customer service with back-office precision.

Physical Demands

Performing the duties of this position, the employee is regularly required to use hands and arms and is frequently required to sit. The employee must be able to handle extensive use of office equipment. The employee is occasionally required to stand, bend, stretch, or walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision and hearing abilities requirements for this job include close vision and the ability to focus.

Additional Notes

The position may evolve; you’ll follow other instructions and take on related duties as assigned by your supervisor.

Preferred Proficiencies

• Binding Experience
• Basic Computer Skills