Accounts Payable Coordinator

Accounts Payable Coordinator

The Accounts Payable Coordinator supports full-cycle accounts payable operations by accurately processing invoices, reconciling vendor accounts, and assisting with payment activities. Reporting to the Accounts Payable Supervisor, this role requires strong attention to detail, excellent organizational skills, and the ability to meet deadlines while ensuring accurate, compliant, and efficient financial operations in a dynamic, high-volume environment.

Responsibilities:

• Receive, review, and verify vendor invoices for accuracy, proper approvals, and correct general ledger and cost center coding.
• Enter invoices into the accounts payable system and ensure all authorization requirements are met in accordance with company policies.
• Process and record vendor payments in line with established payment schedules and internal controls.
• Reconcile processed transactions by verifying system entries and comparing reports to account balances to ensure accuracy and completeness.
• Analyze invoices and expense reports to confirm that expenses are charged to the appropriate accounts and cost centers.
• Monitor discount opportunities and ensure timely payment of vendor invoices to optimize cash flow and vendor relationships.
• Verify vendor information, including federal identification numbers and payment details, to maintain accurate and compliant vendor records.
• Research, troubleshoot, and resolve purchase order, contract, invoice, or payment discrepancies while maintaining thorough supporting documentation.
• Issue stop-payments or process purchase order amendments as required to correct or prevent payment issues.
• Reconcile vendor accounts by reviewing monthly statements and related transactions, following up on outstanding items as needed.
• Maintain strict confidentiality of financial data and company information at all times.
• Communicate significant issues, discrepancies, or risks to the Accounts Payable Supervisor in a timely and clear manner.
• Participate in training and development opportunities to maintain and enhance job knowledge and professional skills.
• Support the broader accounting department and organizational objectives by assisting with related tasks and projects as needed.
• Perform other accounts payable and accounting duties as assigned to support the smooth operation of the finance function.

Essential

Skills:

• Demonstrated experience in full-cycle accounts payable, including invoice processing, vendor reconciliation, and payment processing.
• Hands-on experience with accounts payable processes in a non-services industry environment.
• Proficiency in invoice processing and purchase order matching, including two-way and three-way match procedures.
• Experience working with high-volume accounts payable workloads, such as processing 200 or more invoices per week.
• Ability to work effectively in multiple systems, including enterprise resource planning (ERP) and accounting platforms.
• Experience using accounts payable modules in systems such as Net Suite or SAP, or similar ERP software.
• Strong ability to research, investigate, and troubleshoot discrepancies related to invoices, purchase orders, and payments.
• High level of attention to detail and accuracy in data entry and financial recordkeeping.
• Strong organizational and time management skills, with the ability to prioritize tasks and meet deadlines.
• Ability to maintain confidentiality and handle sensitive financial information with integrity.

Additional Skills &

Qualifications:

• Familiarity with accounts payable best practices, internal controls, and compliance requirements.
• Comfort working in a structured, policy-driven environment with established payment schedules and approval workflows.
• Strong communication skills to collaborate with vendors, internal stakeholders, and the accounting team.
• Willingness to participate in ongoing training and development to enhance technical and professional skills.
• Adaptability to support various accounting and finance initiatives as organizational needs evolve.

Work Environment:

The role is based within a long-established, family-owned business that has operated for over seven decades across three generations. The company has a strong heritage in creating value from byproducts and aromatic raw materials and has grown into a leading supplier within the flavor and fragrance industry. The work environment emphasizes sustainability, ethics, and compliance, with a focus on providing high-quality ingredients and reliable service to clients and customers.

Team members work with modern accounting and ERP systems, including platforms such as Net Suite or SAP, and may regularly navigate multiple systems to manage accounts payable activities. The organization invests in training and development to support professional growth, offering opportunities to build a meaningful and impactful career. The culture values trust, reliability, innovation, and informed decision-making, fostering a collaborative and supportive environment where employees contribute to shared…