ACCOUNTS PAYABLE COORDINATOR JOB DESCRIPTION

Full payment accuracy means every supplier invoice, ACH transfer, and month-end accrual lands correctly the first time. When that discipline slips, vendor relationships erode, and financial close cycles stall. The Accounts Payable Coordinator holds that discipline within a corporate finance or shared services structure, owning the transactional layer that keeps procurement and treasury aligned. This role reports to finance management and operates across entity-level invoice repositories, weekly payment runs, and internal control compliance, work that is narrow in scope but precise in consequence.

As the Accounts Payable Coordinator, you process and reconcile the full volume of supplier invoices, ACH and check payments, and month-end close entries that sustain an organization's financial operations. You work within a corporate finance or shared services team, coordinating with buyers, requestors, and procurement departments to resolve system errors and deliver audit-ready records.

Career Impact: Hands-on ownership of month-end close support and internal control compliance builds the AP fluency that hiring managers in corporate finance and shared services look for when promoting to senior coordinator or AP analyst roles.

Business Impact: Vendors paid accurately and on time, with clean audit trails behind every transaction, protect the organization from late-payment penalties and audit findings that cost far more than the role itself.

Growth Opportunity: Daily exposure to ERP system matching, entity-level repository management, and cross-functional coordination with procurement expands your functional finance footprint and shortens the path to roles like AP Supervisor or Accounting Coordinator.

• Process supplier invoices and expense reports against corresponding purchase orders to ensure accuracy and authorized approval before payment.
• Validate and upload journal entries into the ERP system in advance of monthly and year-end financial close deadlines.
• Execute weekly payment runs via ACH and check, monitoring for errors and confirming disbursements against vendor terms.
• Index and archive invoices in the central repository by entity, maintaining an audit-ready record structure at all times.
• Run system matching processes and correct system errors in coordination with buyers and requestors to prevent payment delays.
• Reconcile vendor statements against accounting records monthly, identifying and resolving discrepancies before they age.
• Support internal and external audit requirements by compiling documentation and ensuring ongoing compliance with internal controls.

• Bachelor's degree in Accounting, Finance, or Business Administration, or equivalent work experience.
• 2 or more years of accounts payable experience, with demonstrated ownership of invoice processing and payment runs.
• Proven ability to prioritize competing deadlines and resolve discrepancies with minimal supervision.
• Strong organizational skills and attention to detail across high volumes of transactional data.
• Clear written and verbal communication skills for coordinating with procurement, buyers, and finance management.
• Demonstrated commitment to accuracy, integrity, and professional conduct within a team environment.

• Experience working within a shared services or multi-entity corporate finance structure.
• Familiarity with ERP-based invoice matching and system error resolution workflows.
• Prior exposure to year-end audit support and internal control documentation requirements.
• Experience processing payments across multiple disbursement methods, including ACH, check, and electronic transfers.

• Invoice processing accuracy rate, measured as the percentage of invoices posted without rework or correction.
• Month-end close contribution, tracked by the number of entries uploaded and reconciled before the close deadline.
• Payment run timeliness, measured as the percentage of weekly disbursements issued within agreed vendor terms.
• System error resolution cycle time, reflecting how quickly buyer or requestor-flagged errors are corrected and reprocessed.
• Audit readiness score, based on the completeness and retrievability of indexed invoice documentation during internal reviews.
• Typical tools: ERP platforms (commonly Oracle or SAP); productivity suite (commonly Microsoft Excel and Outlook)

• Base Salary Range: $42,000 to $58,000 annually, varying by market and company size
• Bonus: Discretionary annual bonus, typically 3 to 6 percent of base salary
• Equity: Not typically offered at this level in corporate finance
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by organization
• PTO: 10 to 15 days annually, plus standard federal holidays
• Common Perks: Hybrid work eligibility after onboarding, 401(k) with employer match, professional development reimbursement

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment in this role is contingent on successful completion of a background check and verification of authorization to work in the United States. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected under applicable federal, state, or local law. Reasonable accommodations are available to applicants and employees with disabilities upon request.

The Accounts Payable Coordinator owns the full-cycle AP process, including invoice matching, credit card reconciliations, electronic fund transfers, and sales tax return preparation for a high-growth CPG and direct-to-consumer business. Working cross-functionally with vendors and internal stakeholders, this role delivers accurate, timely payments and accrual recommendations that support the financial integrity of the organization.

Key Responsibilities

• Process supplier invoices and expense reports by matching the appropriate purchase orders/receiving/contracts/receipts in a fast-paced environment.
• Ensure authorized ITC amounts are taken properly according to the type of expense, and ensure the required approval is obtained to confirm processing.
• Analyze supplier statements and follow up on missing invoices.
• Provide recommendations for accruals in the event of missing invoices.
• Conduct verification of appropriate expense allocation to cost centers and general ledger accounts.
• Prepare and process electronic fund transfers and payments of invoices, credit cards, and expense reports.
• Monitor bank accounts to provide recommendations for fund transfers between different bank accounts.
• Maintain vendor files and maintain accurate historical records.
• Assist with monthly credit card reconciliations and ensure appropriate support has been received and entered into the system.
• Assist in the preparation of various sales tax returns.

Required Qualifications

• Post-secondary diploma/degree in Finance, Accounting, or Business, or equivalent experience.
• 2-5 years of full-cycle Accounts Payable experience, preferably in a small to medium-sized high-growth CPG or direct-to-consumer environment.
• Working knowledge of the procure-to-pay process.
• Exceptional organization and analytical skills.
• Highly service-oriented and responsive.
• Strong interpersonal skills with an ability to collaborate in a dynamic, fast-paced environment.
• Ability to work independently, recommend timely solutions, and act on approved solutions.
• Ability to identify, communicate, and help resolve issues to implement change.

Embedded within the Accounts Payable Department, the Accounts Payable Coordinator performs all vendor relations, voucher coordination, processing, and check run functions for a healthcare and nonprofit organization. Working closely with managers, clients, and the general public, this role delivers accurate reconciliations, 1099 reporting, and timely payment processing that sustains the financial operations of the agency.

Core Functions

• Monitor and maintain the computerized accounts payable module.
• Analyze and process accounts payable transactions to determine their accuracy.
• Reconcile billing statements to accounting records and rectify discrepancies.
• Reconcile and substantiate the appropriateness of petty cash reimbursements, employee expense reimbursements, gift card reimbursements, and client reimbursements in accordance with Aunt Martha's policies and/or funder requirements.
• Receive and respond to account payables inquires with verbal and/or written communication in a timely and professional manner.
• Establish and maintain files to ensure proper documentation is maintained in an efficient manner.
• Reconcile the monthly balance sheet as requested.
• Maintain a schedule for all required reports.
• Maintain and prepare 1099 reporting requirements in accordance with Internal Revenue Service regulations.
• Maintain up-to-date vendor listing and supporting documentation.
• Assist in the maintenance of the Agency's purchase order system as requested.
• Complete all Core Curriculum training(s) required for this position.

Qualifications & Experience

• An associate's degree and one to two years of related experience and/or training, and a solid understanding of computerized accounting software and Microsoft products, such as Excel, Outlook, and Word, are required.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations.
• Ability to write reports, business correspondence, and procedure manuals.
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Ability to apply concepts of basic algebra.
• Ability to define problems, collect data, establish facts, and draw valid conclusions.
• Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
• Ability to use technical skills and apply the knowledge necessary for this position.
• Ability to demonstrate accuracy and thoroughness while performing the duties of this position.

Reporting to the Accounts Payable team, the Accounts Payable Coordinator shapes the resolution of supplier payment issues by researching and reconciling payment variances, chargebacks, and inventory discrepancies for retail resale operations at CVS. Partnering with merchandisers, logistics, warehouse teams, and EDI management, this role enables accurate, timely supplier payments and process improvements that protect vendor relationships and financial accuracy.

Primary Duties

• Research, analyze, and resolve supplier payment issues, including quantity variances, pricing discrepancies, allowance discrepancies, case pack/unit of measure issues, missing invoices, cash discount discrepancies, and receiving errors.
• Process adjustments and payments in accordance with supplier policy.
• Enter invoices via manual entry or Excel uploads.
• Sort and route incoming mail.
• Collaborate with EDI management to resolve EDI issues.
• Coordinate with merchandisers, logistics, item setup, and warehouse/store teams to resolve supplier issues.
• Recommend process improvements within the accounts payable area.

Skills & Qualifications

• At least 1 year of experience working with Excel.
• Previous accounts payable experience, specifically with researching payment variances.
• Experience working in multiple ERP systems, including SAP and PeopleSoft.
• Proficient in Microsoft Office Suite, including Word, Access, Excel, and Outlook.
• Strong organizational skills with a high degree of accuracy and attention to detail.
• Ability to handle high-volume workloads while maintaining accuracy and prioritizing tasks.
• Proven ability to manage multiple tasks independently with strong attention to follow-up.
• Excellent written and verbal communication skills, with the ability to interact professionally with staff and suppliers.

Sitting at the intersection of transactional processing and month-end financial close, the Accounts Payable Coordinator ensures timely, accurate processing of supplier invoices, ACH and check payments, and system uploads within a Shared Service Center environment. Operating across entity-level repositories and audit support functions, this role safeguards internal controls and enables clean financial close cycles that support organizational integrity.

Duties

• Ensure timely and accurate processing of supplier invoices.
• Process all invoices for the month-end close.
• Upload journal entries into the system promptly.
• Process weekly payments via ACH, check, and other methods.
• Save and index invoices in a central repository by entity.
• Run system matching processes as needed.
• Correct system errors upon resolution from buyers or requestors.
• Implement agreed-upon process improvements.
• Provide year-end support for auditor requirements and comply with internal controls.

Requirements

• Bachelor's degree preferred.
• Minimum of 3 to 5 years of accounts payable experience.
• Experience in matching invoices to purchase orders.
• Experience with Oracle is a plus.
• Strong interpersonal skills with a proven dedication to teamwork and integrity.
• Ability to prioritize, meet deadlines, and resolve complex problems with minimal guidance.
• Professional, detail-oriented, well-organized, and efficient.
• Ability to work in a fast-paced environment, follow directions, and multitask.
• Proactive approach to task management.

A key member of the finance team, the Accounts Payable Coordinator leads day-to-day invoice processing in SAP, payment run preparation, and vendor data maintenance in coordination with Procurement, technical, and operational departments. Collaborating across internal teams and external suppliers to support quarterly audits and month-end accruals, this role builds financial accuracy and process continuity for the organization.

Functions

• Receive, date-stamp, scan, and validate invoices received via post and email.
• Process invoices in SAP with and without purchase orders, including out-of-scope and utility invoices.
• Prepare and verify bi-weekly payment runs.
• Follow up on payable inquiries in a timely manner.
• Maintain up-to-date vendor data in coordination with the Procurement team.
• Match invoices to bank statements for out-of-scope items and file accordingly.
• Liaise with technical, operational, and procurement departments.
• Assist in quarterly and annual audit requirements, as well as month-end accruals.
• Perform other tasks as assigned by finance management.

Experience & Qualifications

• Professional qualification (MBO/HBO) in Accounting, Economics, Finance, Business Administration, or equivalent.
• At least 3 years of relevant accounts payable and broader finance experience.
• SAP knowledge preferred.
• Strong Microsoft Office skills, including Outlook, Excel, and Word.
• Fluent in both English and Dutch, with excellent verbal and written communication skills in both.
• Experience as a team leader is a strong asset.
• Keen attention to detail with creative problem-solving and follow-through skills.
• Ability to thrive in completing routine tasks in a fast-paced and stressful environment.

Accurate and timely vendor payments for a transportation-sector organization depend on the Accounts Payable Coordinator, who delivers full-cycle AP functions including check runs, EFT processing, PO creation, and vendor statement reconciliations. Based within a fast-paced finance environment, this role serves as the primary vendor contact and builds the payment accuracy and cash flow visibility that the business relies on.

Accountabilities

• Process and review all accounts payable transactions.
• Review and monitor accounts payable aging.
• Act as the primary point of contact with vendors, communicating and liaising to resolve all inquiries and discrepancies.
• Manage weekly cheque runs, including producing and reviewing cheques, EFTs, and other electronic payments, and coordinating cheque signing.
• Prepare vendor cheques for mailing.
• Create and manage purchase orders for various members of the organization.
• Reconcile vendor accounts by verifying monthly statements and related transactions.

Technical Qualifications

• A bachelor's degree in a business-related field is required.
• At least 4 years of full-cycle accounts payable experience preferred.
• Experience in the transportation industry is a plus.
• Experience with QuickBooks and Microsoft Excel required; Sage 300 experience is an asset.
• Detail-oriented with strong organizational, verbal, and written communication skills.
• Strong customer service skills and the ability to work effectively in a team environment.
• Ability to work in a fast-paced environment and handle various assignments while prioritizing tasks.

As the Accounts Payable Coordinator, this role owns end-to-end vendor invoice processing in an ERP system, check processing, vendor account reconciliation, and liaison responsibilities between company personnel and supplier partners. The finance function relies on this work to maintain partner relationships with vendors and business units, resolve processing discrepancies, and deliver timely payments that support cash flow and organizational trust.

Activities

• Enter and post vendor invoices into the ERP system.
• Identify and resolve problems associated with the processing of invoices and purchase orders.
• Ensure timely payment of vendor invoices while maximizing vendor term discounts.
• Reconcile vendor accounts by reviewing monthly statements and processing related transactions, including vendor refunds.
• Process checks with appropriate backup for signature and mailing to vendors.
• Serve as liaison between company personnel and vendors to resolve accounts payable processing issues.
• Maintain partner relationships with vendors, business units, and corporate stakeholders.

Position Requirements

• Bachelor's degree in Accounting, or 1 to 5 years of accounts payable experience.
• Proficient in Microsoft Office tools, including Outlook, Word, and Excel.
• Strong problem-solving and organizational skills with close attention to detail.
• Excellent written and verbal communication skills.
• Ability to work independently and collaboratively as a team player.
• Ability to adapt to a changing business environment.
• Self-motivated with leadership potential and a strong customer service orientation.

Accounts Payable Coordinator processes high-volume operating expense invoices, electronic payments, and cost uploads through the Elite accounting system for a law firm or professional services environment. The work directly supports the billing department and AP Supervisor by providing accurate general ledger coding, cost batch resolution, and documentation that sustains financial compliance across the firm.

Operational Focus

• Review and audit high volumes of operating expense invoices for accuracy of vendor data and general ledger codes.
• Process checks and electronic payments on a weekly basis based on vendor payment terms and departmental cash flow.
• Process cost uploads via electronic upload and batch processing to the Elite accounting system.
• Research and resolve incorrect client/matter numbers rejected in cost batches.
• File vendor invoices in accordance with departmental retention policies.
• Provide supporting documentation for billing department requests.
• Complete special projects as assigned by the Accounts Payable Supervisor.

Knowledge Skills & Abilities

• College degree with basic accounting coursework required.
• Minimum of 2 years of accounts payable experience at a law firm or professional services firm.
• Experience with the Elite or Elite 3E accounting system preferred.
• Proficient in Excel, Microsoft Outlook, and Word.
• Strong problem-solving skills with excellent oral and written communication abilities.
• Organized and detail-oriented with the ability to work effectively within a small team.

The Accounts Payable Coordinator owns the management of resident files and facility invoice payment submissions to the home office for a skilled nursing and residential care facility. Working under the Supervisor and alongside facility staff, this role delivers accurate cash receipt deposits, petty cash management, and invoice processing that sustains the day-to-day financial operations of the facility.

Key Deliverables

• Prepare discharge summaries.
• Copy charts as needed.
• Answer all incoming phone calls.
• Process and deposit all cash receipts.
• Process invoices for payment.
• Manage petty cash.

Professional Experience

• Must be in good general health and demonstrate emotional stability.
• Must possess a positive and friendly attitude when interacting with staff and the public.
• Must be physically capable of performing tasks including sitting, standing, walking, reaching, bending, lifting, grasping, pushing, pulling, transporting, and fine hand coordination for extended periods.
• Must be able to lift up to 25 lbs consistently.
• Must have the ability to read, write, speak, and understand English.
• Must have adequate sight and hearing, or use prosthetics that enable these senses to meet the requirements of the role.