AP COORDINATOR JOB DESCRIPTION

Someone who processes every invoice accurately and on time. In a corporate AP department, an AP Coordinator owns the complete invoice-to-payment cycle: verifying PO-backed and non-PO transactions, enforcing three-way match discipline, and ensuring vendor accounts remain current and reconciled at month-end. The role answers to Accountants and Finance Directors who depend on clean aging reports and on-time 1099 filings to close the books. Errors here surface in audit findings and delayed term discounts - two measurable costs that make accuracy in this seat non-negotiable.

As the AP Coordinator, you will manage the end-to-end processing of vendor invoices, employee reimbursements, and payment runs while maintaining AP files and supporting departmental close activities. You will work within a structured finance team spanning corporate and branch operations, supporting Accountants and Directors with accurate data, reconciled ledgers, and timely vendor communication.

Career Impact: Hands-on ownership of three-way match and 1099 compliance gives AP Coordinators documented process expertise that directly qualifies them for senior AP or Staff Accountant roles.

Business Impact: Vendors paid accurately and on schedule protects term discounts and prevents the aging discrepancies that stall monthly closes for Finance Directors.

Growth Opportunity: Exposure to intercompany chargebacks, exception resolution, and AP automation initiatives builds the analytical foundation needed to advance into AP Supervisor or Accounting Analyst positions.

• Review PO and non-PO invoices for proper documentation, approval, and account coding prior to payment.
• Validate three-way match across purchase orders, receiving documents, and vendor invoices to ensure accuracy.
• Process vendor payments, electronic disbursements, and check runs within established payment terms.
• Reconcile vendor payable aging statements to the payables sub-ledger at month-end.
• Prepare AP aging reports and support bank reconciliation preparation for Accountants and Directors.
• Process employee expense reports and complete credit applications for new vendor accounts.
• Perform root cause analysis on invoice exceptions and follow established procedures to resolve discrepancies.
• Assist with 1099 issuance, W-9 collection, and year-end tax reporting requirements.

• Bachelor's degree in Accounting, Finance, or a related field, or equivalent work experience.
• 1 or more years of accounts payable processing experience, with demonstrated competency in invoice-to-payment workflows.
• Proficiency in spreadsheet applications, including pivot tables and data validation for AP reconciliation tasks.
• Working knowledge of general ledger coding, journal entry preparation, and chart of accounts structure.
• Strong attention to detail with the ability to identify discrepancies across high-volume transaction sets.
• Effective written and verbal communication skills for vendor correspondence and cross-functional coordination.
• Ability to work independently and collaboratively under deadline pressure, with emphasis on accuracy.

• Experience with multi-entity or intercompany AP environments, including chargeback processing.
• Prior exposure to three-way match exceptions processing and percentage-completion or job-costing accounting.
• Familiarity with AP automation tools, workflow routing, or electronic invoice management systems.
• Associate degree in Accounting or a recognized AP certification (e.g., IOFM Certified AP Professional).

• Invoice processing accuracy rate, measured as percentage of transactions requiring correction or reprocessing.
• AP aging balance at month-end, reflecting completeness and timeliness of payment runs.
• Exception resolution turnaround time, tracking days from flagged invoice to approved payment.
• On-time payment rate for term-discount vendors, capturing capture of available early-payment discounts.
• 1099 filing completeness, measured as percentage of eligible vendors with verified W-9s on file before year-end.
• Typical tools: ERP general ledger platforms (commonly JD Edwards or similar); spreadsheet software (commonly Excel); AP workflow systems.

• Base Salary Range: $42,000 to $58,000 per year, depending on experience and location
• Bonus: Discretionary annual bonus, typically 3% to 5% of base salary
• Equity: Not typically offered at this level
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company size
• PTO: 10 to 15 days annually, plus standard federal holidays
• Common Perks: 401(k) with employer match, hybrid or in-office schedule, 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.

Successful completion of a background check is required as a condition of employment. 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 individuals with disabilities throughout the application and employment process upon request. Candidates must be authorized to work in the United States.

The AP Coordinator delivers end-to-end accounts payable management across separate properties and vendors, handling invoice processing, journal entries, and reconciliation of billing discrepancies within a fast-paced organization. Working alongside team members across all organizational levels, this role shapes payment accuracy and workflow efficiency through continuous process improvement.

Key Responsibilities

• Manage accounts payable for separate properties and/or vendors.
• Establish and set up vendors, process invoices, ensure timely payments of debts incurred, and reconcile and resolve any discrepancies in billing.
• Compare purchase orders, prices, terms of payment, other fees/charges, and ensure accuracy and reconciliation.
• Process transactions and perform basic accounting duties such as account maintenance, recording journal entries, and reconciling books of accounts.
• Analyze workflow processes and offer suggestions to help drive continuous improvement.
• Communicate effectively with team members to ensure timely and accurate processing of payables.

Required Qualifications

• Prior accounts payable and/or bookkeeping experience, preferably in a similar industry (construction, property management, oil & gas exploration, production, etc.).
• Experience in accounting programs such as QuickBooks, Sage, Timberline, or Yardi preferred.
• High proficiency in Microsoft Excel and other Office programs.
• Detail-oriented and team-oriented.
• Ability to communicate effectively both verbally and in writing across all levels within the organization.
• Motivated by a fast-paced and dynamic organization, a hands-on role with direct impact, continuous improvement, and a collaborative team environment.

Embedded within the accounts payable function, the AP Coordinator reviews purchase orders, check requests, and supporting documentation to maintain accurate and compliant payment records. Working closely with vendors and internal finance teams, this role ensures timely processing of checks, electronic payments, and intercompany chargebacks while supporting bank reconciliations and year-end reporting.

Core Functions

• Verify invoices and ensure proper coding to accounts.
• Prepare AP aging reports and process and post intercompany chargebacks.
• Process and post checks and electronic payments.
• Process travel expense reports and complete credit applications for new vendor accounts.
• Assist in preparing bank reconciliations and process 1099s and W-9s.
• Perform other duties and ad hoc projects as assigned.

Qualifications & Experience

• 1-5 years of accounts payable experience.
• Strong Excel skills and strong attention to detail.
• Excellent communication skills and strong organizational ability.
• Attention to detail is a must.
• Ability to work in a team environment.
• Proven ability to multitask and handle AP processing and team projects.

Reporting to the Accounts Payable department leadership, the AP Coordinator owns timely processing of all vendor invoices and employee reimbursements, managing electronic workflows from invoice approval through check distribution and filing. Partnering with Accountants and Directors, this role builds vendor relationship integrity and identifies automation opportunities that strengthen departmental efficiency.

Primary Duties

• Manage all aspects of accounts payable, including electronic workflow of invoice approvals, coding, data entry, check preview, assembling check stubs, obtaining signatures, mailing physical checks, and scanning and filing backup.
• Serve as main liaison with vendors regarding invoice questions and follow up on statements with outstanding invoices.
• Conduct A/P deduction review and ensure invoices are paid on time to validate term discounts.
• Identify opportunities for efficiency and automation in AP processes.
• Provide support to Accountants and Directors.

Skills & Qualifications

• Bachelor's degree.
• 5+ years of related accounts payable experience required.
• Strong PC skills, including MS Office suite with Excel required.
• Familiarity with JD Edwards preferred.
• Detail-oriented, highly organized.
• Excellent oral and written communication skills.
• Ability to work independently and collaboratively with emphasis on accuracy and timeliness.

Sitting at the intersection of corporate finance and branch operations, the AP Coordinator processes PO and non-PO invoices, conducts vendor reconciliations, and prepares journal entries to maintain accurate accounts payable records across locations. Operating across corporate and branch accounts payable teams, this role leads liaison functions that keep financial documentation compliant and payment cycles on schedule.

Duties

• Process PO and non-PO invoices, including three-way matching and prepare journal entries when given the coding.
• Process payments for vendors, request copies of invoices when needed, and conduct vendor reconciliations at month end.
• Process expense reports and recurring expense invoices.
• Review all invoices for appropriate documentation and approval prior to payment.
• Act as liaison between corporate and branch accounts payable employees.
• Maintain all accounts payable reports, spreadsheets, and corporate accounts payable files.
• Assist corporate financial officers and branch personnel as necessary.

Requirements

• High school diploma required.
• Minimum 1 year of accounts payable experience.
• Previous experience in job costing and percentage completion accounting preferred.
• Construction industry experience and Acumatica experience preferred.
• Proficiency with general ledger software.
• Excellent knowledge of MS Office, particularly Excel.

A key member of the accounts payable and business unit support team, the AP Coordinator leads invoice processing for external suppliers across multiple facilities, managing exception resolution, daily batching, and root cause analysis within systems including JD Edwards, SAP, and ServiceNow. Collaborating across Disbursements, Vendor Master Data, and Business Process Support teams, this role delivers reconciliation accuracy and knowledge transfer that sustain operational continuity.

Functions

• Process invoices for external suppliers, including researching and resolving exception-related issues.
• Communicate with internal customers across multiple facilities, Disbursements, Vendor Master Data, and Business Process Support teams to complete actions.
• Perform daily batching and reconciliation of accounts payable invoicing.
• Perform root cause analysis for failures and follow procedures to resolve.
• Work in multiple systems such as JD Edwards, ServiceNow, SAP, PECAS, Kartoncraft, and BPCS to perform daily tasks.
• Maintain training guides and conduct related training.

Experience & Qualifications

• Undergraduate degree preferred or demonstrated history of success in accounts payable, exceptions processing, and 3-way match experience.
• 3-5 years of experience in accounts payable processing and reporting.
• Strong analytical, communication, and organizational skills.
• Ability to respond quickly to escalated situations and report findings efficiently.
• Committed to teamwork and knowledge transfer as critical success factors.

Accurate month-end close and vendor compliance depend on the AP Coordinator, who enters invoice data, reconciles vendor payable aging statements, and supports audits across a multi-unit restaurant and retail environment. Based within the accounting and finance team, this role owns weekly and monthly processing cycles while building vendor relationships through timely, professional inquiry responses and year-end 1099 issuance.

Accountabilities

• Enter invoice data, scan images, review and process expense reports, and assist with weekly and monthly close activities.
• Reconcile vendor payable aging statements to the payables sub-ledger and meet all deadlines for invoice processing, payment reconciliation, and month-end.
• Ensure compliance with internal control policies and support various audits as necessary.
• Respond to vendor inquiries in a timely and professional manner and assist restaurant office managers with weekly un-post requests.
• Assist in issuance of 1099s and year-end tasks, distribute mail to the accounting and finance team, and provide holiday support for restaurants on limited occasions.
• Maintain confidentiality and discretion in all communications and assist with other projects as needed.

Technical Qualifications

• Associate degree or AP certification preferred.
• 3+ years of payables processing experience.
• Multi-unit experience in the retail or restaurant industry preferred.
• Proficiency with Microsoft Office, accounting systems, and Oracle Cloud.
• Comfortable learning new system applications.
• Ability to meet deadlines and work in a fast-paced environment independently and collaboratively.
• A positive attitude and strong customer service focus.