Accounts Payable Coordinator

Job Details

Level: Entry

Job Location:

Regional AR - Bentonville, AR 72712

The Accounts Payable Coordinator is responsible for managing the full-cycle accounts payable process for a mid-sized A/E firm of approximately 600 employees. This role ensures timely and accurate processing of vendor invoices, employee expense reimbursements, and corporate credit card transactions while maintaining compliance with company policies and industry standards. The AP Coordinator will work closely with project managers, vendors, and internal teams to support operational efficiency and financial accuracy.

• Invoice Processing:
  • Review, code, and enter vendor invoices into the accounting system.
  • Ensure proper approvals and compliance with company policies.
  • Match invoices to contracts where applicable.
• Payment Management:
  • Prepare weekly check runs and ACH payments.
  • Prepare monthly employee reimbursement payments.
  • Monitor payment schedules to maintain positive vendor relationships.
• Vendor Relations:
  • Serve as the primary point of contact for vendor inquiries.
  • Maintain accurate vendor records and assist with onboarding new vendors.
• Compliance & Reporting:
  • Ensure adherence to internal controls and company policies.
  • Support annual audits by providing documentation and reports.
• Process Improvement:
  • Identify opportunities to streamline AP processes and implement best practices.
  • Assist in automation initiatives and system upgrades.
• Expense Reports & Credit Cards:
  • Assist with auditing and processing employee expense reports for accuracy and compliance.
  • Assist with reconciling corporate credit card statements and resolving discrepancies.

• Strong attention to detail and organizational skills.
• Proficiency in Microsoft Excel and accounting software.
• Excellent communication and problem-solving abilities.
• Knowledge of A/E industry billing and project structures.
• Experience with electronic payment systems and AP automation tools.
• Ability to work independently and in a team environment under tight deadlines.

• Education: Bachelor’s or Associate degree in Accounting, Finance, or related field or 5+ years of relevant experience.
• Experience:
  • Familiarity with project-based accounting systems (e.g., Deltek Vision/Vantagepoint, BST, or similar).
  • Familiarity with Microsoft Project Operations and Finance & Operations is a plus.