Administrative & Accounts Payable Coordinator

Location: Richmond

Reports to: HR Manager and Finance Manager

Key Relationships:

Internal: Finance Department, Project Management, VP of Manufacturing, Purchasing, Shipping Coordinator, HR Manager

External: Vendors, Visitors

Role Purpose:

The Administrative & Accounts Payable Coordinator plays a critical dual role in ensuring the front office runs smoothly and all accounts payable processes are executed accurately and efficiently. This individual is the first point of contact for visitors and calls and manages administrative duties, while also supporting the finance department through invoice processing, vendor communications, and payroll preparation.

Key Responsibilities:

Administrative Responsibilities:

• Greet visitors and callers, answer questions, and direct them to appropriate contacts
• Maintain and update job books and folders; close and file completed jobs
• Manage the PO Box and sort incoming mail daily
• Type letters, reports, and documents using Microsoft Word
• Maintain spreadsheets and logs in Excel (e.g., inventory, receiving logs)
• Schedule appointments for meetings and interviews
• Place service calls and order office supplies as needed
• Provide new hires with onboarding packets
• Assist with credit card reconciliation
• Enter purchase orders and assist with receiving
• Support for coordinating luncheon’s for clients & employees
• Walking the office daily – keeping all common spaces clean and organized (breakroom; conference room; copy area)

Accounts Payable & Finance Responsibilities:

• Monitor and process accounts payable emails and vendor invoices
• Match invoices with POs and assign appropriate GL codes and job numbers
• Enter both WIP and non-WIP vendor invoices into accounting system
• Reconcile vendor statements and request missing invoices
• Communicate with vendors regarding payments, inquiries, and discrepancies
• Prepare AP reports such as aging and cash requirements
• Process vendor check payments
• Reconcile and process monthly credit card charges
• Process weekly hourly payroll and reconcile time sheets
• Enter payroll data into system and generate required reports
• Reconcile healthcare and voluntary benefit accounts monthly
• Maintain vendor records and agreements
• Assist with month-end and year-end close

Essential Skills:

• Highly reliable and detail-oriented
• Proficient in Microsoft Excel and Word
• Excellent organizational and analytical skills
• Able to manage multiple tasks and priorities
• Effective communicator and team collaborator
• Self-starter with a proactive mindset
• Open to cross-training and learning new tasks

Personal Attributes:

• Takes initiative and is proactive in identifying and solving problems.
• Works well with diverse teams and communicates effectively.
• Remains calm under pressure and handles stressful situations with composure.
• Is detail-oriented and ensures accuracy in all aspects of work.
• Demonstrates a commitment to continuous improvement and innovation
• Has self-discipline
• Roll up sleeves mentality when needed