Accounts Payable Coordinator

Position Summary

The AP Coordinator owns the day-to-day accounts payable process — from receiving and coding invoices to scheduling payments and reconciling vendor accounts. You’ll work closely with practice leadership and our accounting team to maintain clean books, control spend on products and supplies, and support a smooth month-end close.

• Receive, review, and enter vendor invoices, verifying pricing, quantities, and approvals against purchase orders and packing slips.
• Code expenses to the correct GL accounts, classes, and locations, with attention to cost of goods (injectables, fillers, skincare inventory) versus operating expenses.
• Route invoices for approval and prepare weekly payment runs (ACH, check, and card) in line with due dates, early-pay discounts, and cash-flow priorities.
• Manage relationships with key suppliers (e.g., Allergan/Abb Vie, Galderma, Revance, medical and laser equipment vendors), including rebate and loyalty-program tracking.
• Reconcile vendor statements and resolve discrepancies, duplicate billings, and credit memos promptly.
• Maintain vendor master data, including collecting and tracking W-9s and supporting year-end 1099 preparation.
• Process and reconcile employee expense reimbursements and company credit card transactions.
• Prepare AP aging reports, accrual schedules, and support documentation for month-end close.
• Help monitor product and supply spend, flagging price changes or unusual activity to leadership.
• Keep AP files organized and audit-ready; follow internal controls and approval policies.

• 2+ years of accounts payable or bookkeeping experience; healthcare, medspa, dermatology, or retail/inventory-based business a plus.
• Experience with Campfire and RAMP preferred.
• Understanding of basic accounting principles, accruals, and the three-way match.
• Exceptional accuracy, organization, and follow-through, with the ability to manage deadlines.
• Clear, professional communication with vendors and internal team members.
• Discretion handling confidential financial and business information.

• Associate’s or bachelor’s degree in accounting, finance, or a related field.
• Exposure to multi-location or class/location-based reporting.

• Competitive hourly pay: [$22 – $26/hr]
• [Health, dental, and vision insurance]
• [Paid time off and paid holidays]
• [401(k) with company match]
• Complimentary and discounted treatments
• A supportive, collaborative team and room to grow with the practice