Accounts Payable Coordinator

Job Title:

Accounts Payable Coordinator Job Type: Full-Time SUMMARY The Accounts Payable Coordinator is responsible for supporting the company's accounts payable processes by ensuring vendor invoices, credit card transactions, fleet expenses, and other financial obligations are accurately processed and recorded in a timely manner. This position works closely with procurement, operations, accounting, and finance teams to maintain accurate vendor records, support month-end close activities, ensure compliance with company policies, and contribute to the overall financial integrity of the organization.

DUTIES AND RESPONSIBILITIES
• Manage and maintain vendor records including account setup, contact information, contracts, W-9 documentation, and 1099 compliance requirements
• Perform monthly vendor account reconciliations to ensure accuracy and timely resolution of discrepancies
• Assist with entry and review of vendor bills into Net Suite, ensuring accuracy of vendor information, invoice amounts, payment terms, and coding
• Enter and code corporate credit card transactions, fleet service invoices, and rental bills
• Coordinate with Procurement and Operations teams to ensure timely approval and receipt of purchase orders and resolve discrepancies between invoices and purchase orders
• Understand and support purchasing and procurement processes to ensure compliance with company policies and procedures
• Assist Accounts Receivable team with third-party coding of vendor invoices as needed
• Monitor invoice approval workflows and follow up with internal stakeholders to ensure timely processing and payment
• Communicate with vendors to resolve invoice discrepancies, payment issues, and account inquiries
• Maintain positive vendor relationships through professional and timely communication
• Utilize cloud-based financial systems, including Net Suite, to perform accounts payable activities and reporting
• Utilize Excel, including pivot tables and VLOOKUPs, to analyze financial data and prepare reports
• Assist with preparation of accruals for month-end close activities
• Apply accrual accounting principles to ensure financial reporting accuracy
• Assist with journal entry preparation and general ledger support activities as needed
• Assist with check run preparation and payment processing
• Support accounts payable-related monthly, quarterly, and annual closing tasks
• Maintain documentation and audit trails for accounts payable transactions
• Assist with special projects, reporting requests, and financial analysis as assigned EDUCATION
• High School Diploma or GED equivalent
• Accounting degree preferred but not required EXPERIENCE
• Minimum of three (3) years of experience in accounts payable, accounting, bookkeeping, or related financial roles SKILL REQUIREMENTS
• Proficiency in Microsoft Excel, including pivot tables, VLOOKUPs, and data analysis functions
• Familiarity with accruals, journal entries, and general ledger accounting
• Experience with cloud-based financial systems, preferably Net Suite or similar ERP platforms
• Familiarity with purchasing and procurement procedures and best practices
• Knowledge of vendor management processes and financial controls
• Understanding of 1099 vendor requirements and classifications
• Strong organizational skills and attention to detail
• Ability to process large volumes of financial data accurately and efficiently
• Excellent communication and interpersonal skills
• Ability to work independently, prioritize workload, and meet deadlines
• Confidentiality and trustworthiness
• Self-starter with strong problem-solving abilities
• Ability to work both independently and as part of a team WORK SCHEDULE Typical M-F Office Hours BENEFITS
• Medical, dental, and vision coverage in addition to life and disability insurance plans
• Paid time off (PTO) and paid holidays
• Retirement and savings (401K) plan

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