Accounts Payable Coordinator
Job Title: Accounts Payable Coordinator
Department: Accounting
Reports To: AP Manager
Status: Non-Exempt
Date: September 2025
Broad Functions: Compiles and maintains accounts payable records.
Duties and Responsibilities:
1. Review all invoices for appropriate documentation and approval prior to payment.
2. Act as a liaison between the Support Center and field Operations.
3. Respond promptly and professionally to vendor inquiries.
4. Maintain all accounts payable reports, reconciliations, spreadsheets, and department files in an organized and up-to-date manner.
5. Maintain consistent communication with Operations to ensure timely processing of invoices, purchase orders, and credit memos in line with vendor statements.
6. Monitor and manage the Accounts Payable inbox and support ticketing system, ensuring requests are addressed and closed on time.
7. Reconcile vendor statements and resolve discrepancies as needed.
8. Assist with monthly, quarterly, and year-end closing activities.
9. Prepare account analyses and ad hoc reports as required.
10. Support and help enforce accounting policies and internal controls applicable to the accounts payable department, escalating exceptions when necessary.
11. Provide documentation and support for internal and external audits.
12. May be asked to travel within the U.S. to company sites as needed.
Skills and Qualifications:
1. Associate’s degree in Accounting, Finance, or related field preferred; minimum of 2 years’ relevant experience.
2. Bilingual (English/Spanish) strongly preferred.
3. Proficient in Microsoft Office Suite; experience with accounting systems (SAP preferred).
4. High degree of accuracy, organization, and attention to detail.
5. Strong communication skills with the ability to partner effectively across departments.
6. Ability to prioritize, adapt to changes, and meet deadlines in a fast-paced environment.
7. Strong problem-solving skills and initiative to resolve issues independently.
8. Ability to follow instructions, accept feedback, and collaborate with management and team members.
9. Ability to follow instructions and respond to manager feedback
Physical Demands:
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the AP Coordinator is regularly required to spend long hours sitting and using office equipment and computers. The associate is frequently required to reach with hands and arms. The associate is also occasionally required to walk, stoop, kneel, crouch, crawl, and either lift or move up to 35 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to focus.
Job Title: Accounts Payable Coordinator
Department: Finance
Reports To: Accounting Manager
Status: Non-Exempt
Date: Nov 2023
Broad Responsibilities: Compiles and maintains accounts payable records.
Main Duties and Responsibilities:
- Reviews all invoices for appropriate documentation and approval prior to payment.
- Distributes signed checks as required.
- Acts as liaison between corporate and branch accounts payable departments.
- Answers all vendor inquiries.
- Maintains all accounts payable reports, spreadsheets, and corporate accounts payable files.
- Assists Corporate Financial Officers and branch personnel as necessary.
- Assembles and processes overnight shipments to branches.
- Assists with monthly closings.
- Prepares analysis of accounts, as required.
- Performs filing and copying.
- Performs other duties as assigned.
Skills and Qualifications:
- Associate degree with a minimum of 2 years of experience, preferred.
- Bilingual (English/Spanish) preferred.
- Must be proficient in Microsoft Suite and accounting systems.
- Problem solving—identifying and resolving problems in a timely manner, gathering, and analyzing information skillfully.
- Customer service—managing difficult client/customer situations, responding promptly to customer needs, soliciting customer feedback to improve service, responding to requests for service and assisting to meet commitments.
- Planning/organizing, prioritizing, and planning work activities and using time efficiently.
- Quality control—demonstrating accuracy and thoroughness, monitoring own work to ensure quality, and applying feedback to improve performance.
- Quantity—meeting productivity standards and completing work in a timely manner.
- Adaptability—adapting to changes in the work environment, managing competing demands and being able to deal with frequent change, delays, or unexpected events.
- Dependability—being consistently at work and on time, following instructions, responding to management direction and soliciting feedback to improve performance.
- Safety and security—observing safety and security procedures and using equipment and materials properly.
Physical Demands:
The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required to sit for extended periods of time. Employees in this position frequently operate a computer, read, write, and interact with others in person, over the phone, and via other devices. They move about within the facility in which their office is located to access file cabinets, documents, office machinery, and other equipment. They also travel within the facility in which their office is located and to locations outside of the facility, to attend meetings, trainings, events, and other business activities.