Accounts Payable Coordinator

JOB SUMMARY

The Accounts Payable (AP) Coordinator performs the day-to-day operations of the accounts payable cycle for Williamsburg Landing. Working under the general supervision of the Director of Accounting, this non-exempt position is responsible for high-volume invoice processing, three‑way matching, discrepancy resolution, and weekly payment runs. Additionally, the Coordinator tracks vendor contracts, processes routine journal entries, and administers the corporate P‑Card program, ensuring data security, regulatory compliance, and excellent customer service for both internal departments and external vendors.

• Perform the day‑to‑day accounts payable cycle function by matching purchase orders to vendor invoices and accurately keying and coding invoices into the accounting system in strict accordance with community policies and established processing deadlines.
• Review invoices for pricing, quantity, or tax errors; proactively research and resolve any billing discrepancies with vendors or internal department heads prior to payment processing.
• Reconcile monthly vendor statements against internal accounts payable ledger records. Investigate unmatched transactions, track missing invoices, and maintain clean, accurate, and up‑to‑date vendor account balances.
• Prepare weekly check runs, ACH transmissions, and online web payments. Compile and attach all required backup documentation for review and approval by the Chief Financial Officer.
• Prepare and process routine, company‑wide journal entries for recurring departmental charges, inventory adjustments, reclassifications, and monthly expense accruals.
• Reconcile AP‑related balance sheet accounts and submit journal entry requests or adjustments to the Director of Accounting for final approval and posting.
• Coordinate the company‑wide purchasing card (P‑Card) and credit card program. Train new users on expenditure policies, audit monthly statements for receipt compliance, and monitor/flag potentially fraudulent transactions for investigation.
• Audit, reconcile, and process payments for all community property utilities (electric, water, gas, waste) across the campus to ensure continuous operation and zero late penalties.
• Serve as the central repository coordinator for all Williamsburg Landing vendor contracts. Log contract terms, track expiration dates, route renewals to appropriate leadership, and ensure billing aligns with active contract pricing.
• Assist with the annual financial audit by pulling requested invoice samples, preparing assigned schedules, and gathering backup documentation as directed by the Director of Accounting.
• Maintain strict confidentiality and physical/digital security of all sensitive financial records, vendor files, credit card data, secure check stock, and payment receipts.
• Develop and continuously update a detailed, step‑by‑step accounts payable procedure manual to ensure seamless operational backup and cross‑training support when necessary.
• Takes proactive ownership of personal professional growth, maintaining all mandated organization training standards and staying updated on accounts payable best practices.
• Perform other duties as assigned to support the efforts of the Director of Accounting, the Finance & Accounting team, and the organization.

• High School Diploma or GED is required; an Associate’s Degree in Accounting, Finance, or Business Administration is preferred.
• Minimum of 2‑3 years of progressive, hands‑on bookkeeping or accounts payable experience.
• Demonstrated experience handling automated accounting systems and electronic workflow approvals.
• Experience working in a healthcare, senior living, CCRC, or hospitality environment is highly desirable.

• Intermediate skills in Google Suite and Microsoft Excel and experience with mid‑to‑enterprise–level accounting software.
• Practical knowledge of double‑entry bookkeeping, matching concepts, accruals, and how to read a chart of accounts, trial balance, and balance sheet (non‑profit experience a plus).
• Basic understanding of IRS W‑9/1099 rules, non‑profit sales tax exemptions, and standard internal financial controls.
• Ability to…