Accounts Payable Specialist

Finance Administrative Coordinator (AP)

The Finance Administrative Coordinator provides operational and administrative support to the finance team with a strong focus on workflow coordination, systems maintenance, reporting support, project setup activities, and overall process organization. This role centers on keeping day-to-day operational processes running efficiently across Oracle, Harvest, and related systems, ensuring data accuracy, timely processing, and responsive support to internal and external stakeholders. Rather than deep accounting work, the position emphasizes organization, coordination, follow-through, and proactive management of tasks in a fast-paced environment.

Responsibilities

• Support day-to-day finance operations by coordinating workflows, maintaining systems, and ensuring smooth process execution.
• Review reports regularly and assist with identifying and resolving discrepancies in a timely and accurate manner.
• Support supplier and customer setup within Oracle and related ERP systems, including vendor onboarding and data maintenance.
• Coordinate invoice processing and approval workflows, ensuring invoices move through the process efficiently and accurately.
• Manage incoming mail, documentation, and operational requests, organizing and routing items to the appropriate contacts.
• Monitor and triage requests within a shared inbox, prioritizing and responding to inquiries with strong responsiveness and follow-through.
• Maintain project setup and ongoing updates within Harvest, ensuring project data remains accurate and current.
• Prepare weekly reporting related to project status and operational tracking, including basic financial and operational summaries.
• Assist with documentation, workflow processing, and reporting support for finance and cross-functional teams.
• Support accounts payable and accounts receivable coordination activities, including AP/AR workflows and basic financial administration.
• Perform data entry and reconciliation tasks to help maintain accurate financial and operational records.
• Provide administrative support to shared services and finance teams, including project coordination and general administrative assistance.
• Support ad hoc administrative, reporting, and operational coordination needs as priorities shift in a fast-paced environment.
• Collaborate with finance, operations, suppliers, and internal stakeholders to support cross-functional workflows and resolve operational issues.
• Demonstrate ownership mentality by independently managing multiple priorities and following through on tasks with minimal supervision.

Essential Skills

• Strong organizational skills with the ability to manage high-volume coordination tasks and multiple priorities.
• Proven ability to follow through on tasks and maintain accurate, well-organized documentation.
• Comfort working independently with minimal oversight while remaining dependable and accountable.
• Strong communication skills, both written and verbal, with a focus on responsiveness and clarity.
• Experience supporting operational workflows and cross-functional teams in a fast-paced environment.
• Intermediate Excel skills, including comfort with spreadsheets and pivot tables.
• Ability to work effectively in ERP systems, including experience with Oracle or similar platforms.
• Comfort working in shared inbox environments and triaging high volumes of requests.
• High attention to detail and accuracy in data entry, reporting, and reconciliation tasks.
• Ability to adapt quickly to changing priorities and handle reactive, demand-driven work.
• Demonstrated ownership mentality and proactive approach to solving operational issues.

Additional Skills & Qualifications

• Experience with Oracle ERP systems and related finance or operational modules.
• Experience with Harvest or similar project setup and tracking tools.
• Background in accounts payable and accounts receivable coordination or support.
• Experience in financial administration, reconciliation, and basic financial reporting.
• Familiarity with vendor onboarding processes and supplier/customer setup in ERP systems.
• Prior experience in a shared services or centralized support environment.
• Experience providing administrative support, including data entry, documentation management, and project coordination.
• Comfort generating and supporting financial and operational reports.
• Strong organizational and follow-up skills that support effective multitasking and prioritization.
• Ability to thrive in a fast-paced, reactive environment while maintaining accuracy and…