Accounts Payable Coordinator

J
ob Overview:

The Accounts Payable Coordinator is responsible for managing all vendor-related payments and ensuring the timely, accurate, and organized execution of Cortavo’s accounts payable function. This includes reviewing and processing vendor invoices, coordinating payment schedules, maintaining accurate records in Quick Books Online as well as resolving any vendor-related discrepancies.

This role will also provide regular reporting on vendor aging and financial obligations to support strategic decision-making by leadership.

This is a hands-on, detail-oriented role that requires a strong sense of ownership, a process mindset, and effective collaboration with internal departments and external vendors.

The Accounts Payable Coordinator will report directly to the Chief of Staff.

• Review and verify vendor invoices for accuracy, general ledger (GL) coding, and appropriate approvals
• Record all vendor invoices in Quick Books Online in a timely and accurate manner
• Maintain an organized workflow for invoice approvals and payment processing
• Prepare and maintain a weekly payables run list to review with the CEO
• Process payments via bank portal, ACH, checks, and other platforms as applicable
• Monitor ISP and critical vendor payments daily to ensure account continuity and timely offboarding
• Track recurring payments and maintain updated vendor contact and payment info
• Investigate and resolve declined or failed payments quickly, updating methods as needed
• Reconcile vendor statements monthly and ensure aged payables are cleared in a timely manner
• Maintain accurate and auditable records for all payables, approvals, and disbursements
• Collaborate cross-functionally with purchasing, IT operations, and executive team on budget alignment, contract compliance, and vendor onboarding
• Prepare and present weekly and monthly reports on accounts payable status, including disbursement activity and pending liabilities

• Cross-train on accounts receivable function in order to provide backup support, including but not limited to sending monthly invoices, reviewing invoice disputes and communicating dispute resolution to customers, performing collections activities through customer outreach via email and phone, monitoring incoming payments and communicating status aging AR status to executive team
• Identify and implement opportunities for process improvement within the accounts payable function
• Ensure discretion and confidentiality in all financial matters, maintaining the highest level of integrity and professionalism
• Other duties and accounting/finance-related projects as assigned by the executive team

• Quick Books Online
• Vendor portals and bank information

• Associates degree in accounting, finance, or related field is preferred
• Minimum 2 years of professional experience in accounts payable or similar accounting role
• Strong understanding of accounting principles and accounts payable processes
• Highly detail-oriented with strong organizational skills
• Excellent analytical and problem-solving skills
• Demonstrated ability to work independently and take initiative
• Effective communicator, both written and verbal

• Competitive salary, as well as employer, contributed health benefits
• Hybrid work schedule
• 401k contribution
• Access to a Company cell phone plan
• A seat on an energetic team that collaborates and pushes each other to be better
• A fast-paced but cooperative environment with endless potential for growth
• Celebration events for team and Company successes throughout the year

Flexible work from home options available.