Accounts Payable Coordinator
As an Accounts Payable Coordinator, you will be responsible for performing administrative work in support of the organization’s accounts payable functions. To be successful in this role, individuals will need to be organized, have strict attention to detail and complete work on time independently. This individual will need to proactively solve problems, referring more complex issues to higher level management and protect confidential/sensitive information.
Pay Range: $25.48/hr. – $27.88/hr. Full time position.
Benefits include: 401k matching, health insurance, dental insurance, vision insurance, health savings account (HSA), life insurance, and paid time off (PTO).
Responsibilities
- Process vendor invoices accurately and timely, ensuring proper coding to jobs, cost codes, phases, and general ledger accounts.
- Match invoices to purchase orders, subcontracts, and receiving documentation, resolving discrepancies as needed.
- Verify compliance with contract terms, pricing, retainage, and payment schedules prior to processing payments.
- Maintain accurate records of accounts payable transactions in the accounting system.
- Prepare and process weekly or bi weekly check runs, ACH payments, and wire transfers as required.
- Track and apply retainage in accordance with contract requirements.
- Collect, review, and maintain required documentation such as lien waivers, insurance certificates, and W 9s before issuing payments.
- Support job cost accuracy by ensuring invoices are properly allocated to the correct project and cost category.
- Assist with month end close by reconciling AP balances, accrued expenses, and job cost reports.
- Respond to inquiries from project managers, vendors, and subcontractors regarding invoice status and payment issues.
- Ensure adherence to company policies, internal controls, and approval workflows.
- Assist with audit requests by providing documentation and explanations related to accounts payable transactions.
- Monitor vendor accounts to prevent duplicate payments and identify discrepancies or unusual activity.
- Communicate professionally with vendors and subcontractors to resolve billing issues.
- Work closely with project managers, accounting staff, and operations to support accurate and timely financial reporting.
- Contribute to continuous improvement of AP processes and workflows and fulfill all other supportive accounting responsibilities as needed.
Qualifications
- Associate’s Degree, post-secondary certificate or Bachelor’s Degree in Accounting or related field is preferred. 3 years of related AP experience will be considered in lieu of degree.
- 2-3 years minimum experience in AP office work.
- A strong working knowledge of Microsoft Office Suite (Word, Excel, Forms, etc.), Accounts payable software and other standard computer software.
- Handles moderately complex issues and problems, and refers more complex issues to higher-level staff.
- Must be organized and possess strong skills in data entry accuracy.
- Detail oriented with good problem-solving and teamwork skills.
- Must demonstrate sharp document management skills.
- Excellent written and verbal communication and interpersonal skills.
- Must be able to protect sensitive and confidential data.