Finance Coordinator (Accounts Payable)

The Finance Coordinator, Accounts Payable is responsible for administering and processing the organization’s accounts payable operations to ensure accurate, timely, and compliant payment of all financial obligations.

This role manages vendor payments, maintains vendor records, processes invoices, reconciles credit card transactions, and supports inventory accounting activities for Stan Hywet Hall & Gardens and associated entities. The position plays an important role in maintaining financial accuracy, supporting internal controls, and safeguarding organizational resources through proper documentation and review of all disbursement transactions.

The Accounts Payable Coordinator works collaboratively with the Finance Director, Senior Accountant, and operational departments to ensure financial transactions are processed in accordance with organizational policies, internal control procedures, and generally accepted accounting principles (GAAP).

Essential Duties and Responsibilities

Accounts Payable Processing

• Review and process vendor invoices ensuring appropriate approvals, supporting documentation, and accurate coding prior to payment.
• Verify purchase orders, fund numbers, general ledger accounts, and departmental approvals for accuracy and completeness.
• Enter invoices into the accounting system in a timely and accurate manner.
• Prepare weekly accounts payable payment batches for review and approval.
• Process payments via check, electronic payment, or other approved methods.
• Maintain accurate records of all payment transactions in accordance with financial policies and document retention requirements.
• Ensure timely payment of invoices, contracts, reimbursements, and other approved disbursements.

Vendor Management

• Maintain accurate vendor records including W-9 documentation and tax identification information.
• Maintain and track vendor certificates of insurance to ensure compliance with organizational requirements.
• Maintain vendor contract files and track payment terms and obligations.
• Manage vendor credit accounts and monitor outstanding balances.
• Respond to vendor inquiries and resolve discrepancies related to payments or invoices.

Credit Card and Expense Processing

• Review and reconcile organizational credit card statements.
• Verify supporting documentation and appropriate approvals for credit card purchases.
• Record credit card transactions accurately within the accounting system.
• Ensure timely payment of credit card statements in accordance with established financial procedures.

Inventory Accounting Support

• Coordinate the annual physical inventory process for retail, café, and alcohol operations.
• Conduct weekly inventory cycle counts in collaboration with operational staff.
• Perform monthly inventory audits to verify inventory levels and identify discrepancies.
• Investigate differences between physical inventory and system records.
• Work with retail and operations teams to resolve inventory discrepancies.
• Prepare inventory variance documentation and reports for review by the Senior Accountant.

Compliance and Documentation

• Prepare and issue annual Form 1099 documentation for applicable vendors in accordance with IRS regulations.
• Maintain organized accounts payable documentation in accordance with the organization’s financial records retention policy.
• Assist with gathering documentation and supporting schedules requested during external audits.
• Follow established internal control procedures and financial policies designed to safeguard organizational assets.

Additional Responsibilities

• Maintain strict confidentiality regarding financial, vendor, and organizational information.
• Provide support during public programs or organizational events when required.
• Assist other finance department functions during peak periods or staff absences as needed.
• Perform additional duties as assigned by the Finance Director.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The following requirements represent the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Ability to work collaboratively with staff, volunteers, and vendors while maintaining a high level of professionalism and customer service.
• Strong organizational and time-management skills with the ability to manage multiple financial transactions and deadlines.
• Demonstrated understanding of accounts payable processes, vendor payments, and financial documentation requirements.
• Ability to review financial documentation to ensure completeness, proper approvals, and accurate coding prior to processing payments.
• Knowledge of basic accounting principles including general ledger coding and expense classification.
• Ability to maintain accurate financial records and follow established internal control procedures.
• Strong attention to detail and accuracy when entering and reviewing financial data.
• Proficiency in Microsoft Office applications, particularly Excel, and accounting software systems.
• Ability to maintain strict confidentiality when handling financial and organizational information.

Education and/or Experience

• High School diploma or equivalent required.
• Associate degree in accounting, bookkeeping, finance, or related field preferred, or equivalent combination of education and experience.
• Minimum three to four years of experience in accounts payable, invoice processing, or financial disbursement functions within an accounting or financial system.
• Experience working with accounting or general ledger software systems (Sage 100 or equivalent preferred).
• Experience working within nonprofit organizations or mission-driven institutions preferred.

Ethical Standards

Employees within the Finance Department are entrusted with safeguarding the financial integrity and resources of Stan Hywet Hall & Gardens and its affiliated entities. Individuals serving in finance roles must demonstrate the highest standards of professional ethics, accountability, transparency, and stewardship.

Employees must maintain financial accuracy, comply with internal control procedures, protect confidential information, and avoid conflicts of interest while ensuring that all financial activities support the mission and operational integrity of the organization.

Usual and Customary Expectations

• Prolonged seated work for approximately six hours per day.
• Periods of standing and walking throughout the workday.
• Occasional lifting of materials up to 20 pounds.
• Ability to maintain organized financial files and documentation.
• Ability to maintain confidentiality of financial records.
• Occasional evening or weekend work during special events or public programs.

Pay: Up to $22.00 per hour

Work Location: In person

Salary : $22