WHAT DOES AN ACCOUNTS PAYABLE COORDINATOR DO?

Updated: May 11, 2026. The Accounts Payable Coordinator manages invoice processing, vendor relations, reconciliations, payments, and month-end activities in high-volume environments. This role supports financial accuracy through reporting, expense auditing, workflow management, and compliance with accounting procedures. The position also demonstrates strong communication, problem-solving, and organizational skills to support timely payments and excellent customer service.

Key Responsibilities of an Accounts Payable Coordinator

1. Accounts Payable Coordinator Duties

  • Supplier Relations: Establish and maintain strong relationships with suppliers and internal stakeholders to support efficient accounts payable operations.
  • Payroll Processing: Process payroll invoices accurately and ensure timely payments while following departmental procedures and compliance requirements.
  • Supplier Reconciliation: Review supplier statements and reconcile balances against company records to maintain accurate payable accounts.
  • Invoice Verification: Coordinate with shoreside and shipboard teams to confirm billed goods and services are received as invoiced.
  • Expense Reconciliation: Reconcile corporate card expense reports against the general ledger to maintain accurate financial records.
  • Expense Monitoring: Follow up with credit card users regarding expense report status, documentation accuracy, and timely submission requirements.
  • Card Management: Compile reports and inform management regarding corporate card account status, usage activity, and outstanding issues.
  • Closing Procedures: Organize month-end and annual closing activities while completing financial analysis tasks and related accounting obligations.
  • System Support: Support Accounts Payable management with system upgrades, testing activities, and process development initiatives.
  • Discrepancy Resolution: Resolve payment and invoice discrepancies by collecting, reviewing, and analyzing supporting financial information.
  • Financial Support: Support the Accounting Team to ensure accurate weekly, monthly, quarterly, and annual financial statements and reports.
  • Audit Assistance: Assist internal and external audits by preparing payable transaction records and supporting required documentation requests.
  • Workflow Management: Manage accounts payable workflow to ensure transactions are processed accurately, efficiently, and within required deadlines.
  • Reporting Development: Develop ad hoc reports, process invoices for payment, and support invoice coding activities for accounts payable management.

2. Accounts Payable Coordinator Details

  • Trend Analysis: Evaluate unit pricing on manufacturing invoices against historical trends to adjust raw material receipt values accurately.
  • Data Integrity: Ensure accounting ledger accuracy by verifying and posting account transactions into Great Plains systems.
  • Month End: Assist with monthly closing activities, perform account reconciliations, and calculate, create, and distribute yearly 1099 forms.
  • Expense Auditing: Audit and process expense reports while reviewing Travel and Entertainment documentation for policy compliance and approval accuracy.
  • Vendor Management: Interface with vendors by monitoring discount opportunities, verifying federal identification numbers, and resolving payment discrepancies.
  • Compliance Analysis: Complete analysis activities and resolve payment matters related to state and local filing requirements.
  • Payment Processing: Prepare and process check runs, wire transfers, ACH payments, and stop payment requests accurately and in a timely manner.
  • AP Administration: Complete accounts payable administrative tasks accurately and in a timely manner to support financial goals and effective cost control initiatives.
  • Supplier Relations: Maintain strong supplier relationships and provide effective external customer liaison support across business operations.
  • Teamwork Skills: Demonstrate effective teamwork through communication, collaboration, and support for achieving shared operational goals.
  • Operational Compliance: Carry out assigned tasks and follow departmental instructions to support smooth and efficient business operations.

3. Accounts Payable Coordinator Responsibilities

  • Invoice Management: Review and process invoices daily, perform payroll functions, and manage invoice workflow accurately.
  • Cash Management: Organize and prioritize invoices by cash discount potential and payment terms for weekly check run scheduling.
  • Invoice Coding: Ensure submitted invoices are coded correctly to cost codes, purchase orders, and general ledger accounts.
  • Communication Skills: Respond promptly and professionally to internal inquiries and external partner communications.
  • Issue Resolution: Follow up on delays and communicate updates to project management and accounting teams effectively.
  • AP Processing: Perform monthly Accounts Payable processes by receiving, processing, verifying, and reconciling invoices.
  • Record Keeping: File vendor invoices, save supporting documentation, and record accounting entries in QuickBooks.
  • Discrepancy Review: Investigate discrepancies by reconciling monthly vendor statements, Accounts Payable aging reports, and related transactions.
  • Department Collaboration: Collaborate with departments to verify and confirm the accuracy of vendor invoices.
  • Payment Scheduling: Create weekly Accounts Payable payment lists for approval and resolve issues with purchase order receipts.
  • Inquiry Management: Manage internal inquiries and external vendor correspondence regarding accounts payable matters.
  • Process Improvement: Review business processes to identify more streamlined and efficient accounts payable procedures.
  • Process Implementation: Implement, document, and maintain new processes, resolve ECC Workflow issues, and reconcile vendor statements.

4. Accounts Payable Coordinator Accountabilities

  • Multitasking Skills: Work on invoices for multiple entities, bank accounts, payment terms, and payment forms.
  • Detail Orientation: Maintain strong attention to detail and organization while working onsite in an open office environment.
  • Invoice Processing: Check incoming invoice processing, control Accounts Payable bookings, and monitor payment activities.
  • Treasury Management: Prepare daily treasury reports, manage bank clearing activities, and complete bank uploads.
  • Vendor Communication: Manage invoice-related vendor queries in coordination with shared service center teams.
  • Payment Initiation: Initiate outgoing Accounts Payable, Accounts Receivable, tax, and payroll payments.
  • Reimbursement Management: Manage travel reimbursement procedures, including booking reviews and clearing activities.
  • Credit Card: Manage company credit card issues and maintain regular contact with banking partners.
  • Invoicing Oversight: Handle invoicing topics, including mismatches, reminders, and approval follow-up activities.
  • Closing Support: Support monthly closing preparation and work closely with internal audit and external auditors.
  • Data Management: Manage vendor master data changes, including bank account updates, blocking requests, and related records.
  • Project Support: Participate in and manage projects involving company credit cards, expense reimbursement tools, and SAP systems.

5. Accounts Payable Coordinator Functions

  • Cash Reconciliation: Tally daily cash receipts against daily bank statements to confirm accurate cash activity.
  • Receivables Management: Review Accounts Receivable aging reports and coordinate billing, collections, and check processing for outstanding balances.
  • Cash Recording: Enter cash receipts accurately into the ERP accounting system for timely financial record updates.
  • Variance Recording: Record bank charges, transaction variances, and related adjustments to reconcile total cash received.
  • Data Verification: Obtain departmental information to keep accounts receivable records, ledgers, and journals accurate and complete.
  • Client Communication: Communicate with clients and customers to request payments, arrange payment plans, and support collection efforts.
  • Bank Reconciliation: Prepare weekly and monthly bank reconciliations, complete variance analysis, and resolve reconciliation issues.
  • Customer Invoicing: Invoice customers accurately for services provided under contract terms and billing requirements.
  • Check Processing: Process manual checks, deposit payments into the bank, and respond to customer inquiries.
  • Invoice Processing: Ensure vendor invoices and credits are entered accurately and in a timely manner.

6. Accounts Payable Coordinator Overview

  • Lease Processing: Process and review lease invoices to confirm charges are correct and within contract terms.
  • Supplier Verification: Determine whether suppliers exist in the supplier file before processing related invoice transactions.
  • Supplier Setup: Request supplier additions or campus site updates for accurate payment processing.
  • Invoice Coding: Provide proper coding by assigning department acronyms, expense distribution, and general ledger accounts.
  • Spreadsheet Updates: Update spreadsheets for lease charges, maintenance expenses, and meter read information.
  • Tax Classification: Determine whether invoices are taxable and submit properly classified invoices for payment processing.
  • Vendor Records: Record and maintain vendor information accurately within the accounting system.
  • Lease Reporting: Process lease, maintenance, and meter read spreadsheets for upload into the appropriate system.
  • Meter Reading: Run monthly meter reads and send the required information to each vendor.
  • AP Auditing: Audit accounting entries and amounts entered by accounting staff before posting payments.
  • Quality Standards: Maintain or exceed quality standards for all assigned accounting tasks.
  • Client Service: Demonstrate commitment and enthusiasm to exceed client expectations through accurate service delivery.
  • Professional Conduct: Conduct all work professionally and consistently with standard business practices.
  • Information Security: Protect sensitive information by supporting confidentiality, integrity, and availability requirements.
  • Policy Compliance: Follow all organizational policies and procedures while completing assigned accounting responsibilities.

7. Accounts Payable Coordinator Details and Accountabilities

  • Invoice Review: Review invoices for appropriate documentation and approval before payment processing.
  • Mail Handling: Handle Accounts Payable mail by sorting, reviewing, responding, and distributing correspondence accordingly.
  • Invoice Coding: Code and submit invoices accurately into the accounting system for processing.
  • Tracker Updates: Update invoice trackers with invoice numbers, dates, vendor names, receipt dates, and descriptions.
  • Business Communication: Provide invoice tracker updates to internal business units and stakeholders regularly.
  • Check Processing: Complete weekly check runs to support timely vendor payment processing.
  • Month End: Close month-end activities, complete checklists, and provide status updates to internal stakeholders.
  • EFT Review: Review Electronic Funds Transfer cheques to ensure vendors receive accurate and timely payments.
  • Vendor Support: Respond to vendor inquiries promptly and provide accurate Accounts Payable information.
  • Internal Support: Assist internal business units with Accounts Payable questions and payment-related inquiries.
  • Purchase Orders: Ensure purchase orders are accurate and received in the system before invoice processing.

8. Accounts Payable Coordinator Tasks

  • Issue Resolution: Troubleshoot issues that arise and resolve them according to established procedures.
  • Approval Follow Up: Follow up on invoice approvals to support timely payment processing activities.
  • Price Verification: Identify and handle price discrepancies to maintain accurate invoice processing records.
  • Violation Processing: Assist with internal traffic violation processes by forwarding documentation for approval and processing.
  • Expense Review: Review and approve Concur expense submissions for accuracy and policy compliance.
  • Invoice Resolution: Route invoices on hold for resolution and support Procurement teams.
  • Document Filing: Complete filing of accounting documentation and maintain organized financial records.
  • Team Support: Provide backup support to Finance team members and other business units.
  • Value Enhancement: Support organizational reputation by accepting ownership of requests and identifying opportunities to add value.
  • Safety Compliance: Follow and promote environmental, health, and safety policies during daily operations.
  • Records Management: Prepare accurate documentation and maintain effective records management for Accounts Payable functions.

9. Accounts Payable Coordinator Roles

  • Cash Management: Support accounts payable operations by managing cash flow and maintaining timely vendor and supplier payments.
  • Payment Processing: Process, track, and record payments accurately, efficiently, and within established deadlines.
  • Transaction Entry: Enter and upload transaction reports and invoices into the company database systems accurately.
  • Record Maintenance: Maintain accurate financial records and provide documentation for audit and tax reporting purposes.
  • Payment Preparation: Prepare batch check runs, wire transfers, and ACH transactions for vendor payments.
  • Status Reporting: Assist with monthly status reports and support monthly closing activities.
  • Account Reconciliation: Reconcile accounts by identifying posting errors or omissions and applying accounting standards appropriately.
  • Vendor Communication: Handle vendor correspondence through phone and email communication regarding payment matters.
  • Remittance Processing: Process remittance information from checks, drafts, and wire transfers according to standard procedures.

10. Accounts Payable Coordinator Additional Details

  • Customer Service: Support the customer service needs of internal business partners through timely and professional communication.
  • Process Execution: Execute daily processes and controls accurately while ensuring compliance with company policies and procedures.
  • Document Management: Sort, register, scan, and store invoices, cheques, and financial documents accurately.
  • Cheque Processing: Validate, record, and distribute cheques, including handling expedited payment requests.
  • Mail Handling: Handle daily department mail by opening, sorting, and distributing correspondence appropriately.
  • Administrative Support: Provide administrative assistance to support Finance Department operations and workflow activities.
  • Audit Support: Provide support during internal and external audits by preparing documentation and responding to requests.
  • Inquiry Resolution: Research and resolve routine internal and external account inquiries while communicating discrepancy resolutions effectively.

11. Accounts Payable Coordinator Essential Functions

  • AP Processing: Perform Accounts Payable activities, including entering, reviewing, processing, auditing, and reporting financial information.
  • System Knowledge: Understand accounting systems and escalate issues to supervisors for evaluation and resolution support.
  • Customer Service: Provide customer service support to employees, office staff, and management regarding Accounts Payable matters.
  • Accounting Support: Perform a variety of accounting tasks under general supervision to support financial operations.
  • Invoice Processing: Manage weekly accounts payable processing, including entering, scanning, and linking vendor invoices.
  • Vendor Support: Assist vendors and office staff with invoice questions and support prompt issue resolution.
  • Check Processing: Process weekly check runs by auditing payment selection reports and verifying invoice payment accuracy.
  • Expense Coding: Code purchasing card expenses and upload draft checks and utility data into Oracle through Excel.
  • Document Tracking: Track and scan certificates of insurance while maintaining organized financial documentation records.
  • Mail Distribution: Stamp and distribute department mail and verify approvals for non-chargeable invoices.
  • Safety Compliance: Follow safety rules, guidelines, and standards for all assigned projects and daily activities.
  • Task Planning: Participate in pre-task planning activities to support safe and efficient project execution.
  • Issue Reporting: Report safety concerns and operational issues to management in a timely manner.
  • Quality Standards: Maintain quality standards across all assigned projects and Accounts Payable responsibilities.

12. Accounts Payable Coordinator Role Purpose

  • Vendor Processing: Review and process international vendor transactions for United Kingdom-based operations.
  • Team Supervision: Supervise Accounts Payable Coordinators and Clerks to support daily financial operations.
  • Management Support: Assist and support the Global Accounts Payable Manager with departmental responsibilities.
  • Team Training: Train and mentor Accounts Payable team members to support performance and process consistency.
  • Coding Accuracy: Ensure invoice coding accuracy and confirm all supporting documentation is attached and accounted for.
  • Vendor Reconciliation: Reconcile vendor statements and resolve discrepancies accurately and within required timelines.
  • Department Coordination: Coordinate with department heads to ensure timely and accurate submission of Accounts Payable information.
  • Payment Preparation: Prepare check runs and ACH or wire transfer files for management review and approval.
  • Workflow Management: Ensure accurate and timely workflow execution across Accounts Payable processes.
  • Process Compliance: Follow global Accounts Payable processes implemented by management and operational leadership.
  • Operational Support: Assist with operational and procedural issues to support efficient department performance.
  • Invoice Review: Perform invoice reviews and process vendor information changes accurately.
  • Process Development: Assist with developing processes and systems to measure and improve departmental productivity.
  • Project Participation: Participate in special projects assigned by Accounts Payable management or senior leadership.
  • Financial Analysis: Assist with preparing complex financial analysis and reporting requests.

13. Accounts Payable Coordinator General Responsibilities

  • AP Administration: Administer the accounts payable process for assigned properties and provide office support.
  • Check Processing: Process, print, and verify checks and monthly billings for assigned property accounts.
  • Vendor Resolution: Analyze and resolve payment and vendor concerns in a timely and accurate manner.
  • Document Filing: Assist the Accounting Department with copying and filing financial documentation and records.
  • Portfolio Creation: Create portfolios for newly assigned property accounts and related financial records.
  • Tax Support: Assist with tax filings and process property tax bill documentation accurately.
  • Tax Coordination: Coordinate and track payments for real estate tax bills to ensure timely processing.
  • Office Support: Assist with office operations, including ordering supplies, reception coverage, and coordinating mail shipments.
  • Bank Administration: Assist with opening bank accounts for newly assigned property accounts.
  • Receivables Support: Assist with the administration of the accounts receivable process.

14. Accounts Payable Coordinator Key Accountabilities

  • Data Entry: Perform data entry of Accounts Payable documents into multiple systems while following accounting policies.
  • Invoice Review: Review account coding, vendor information, and approval documentation for processing accuracy.
  • Volume Processing: Process high-volume transactions efficiently and accurately according to departmental standards.
  • Vendor Resolution: Research and resolve complex vendor issues in a timely and professional manner.
  • Credit Collection: Collect funds on credit memos without invoice offsets as part of aged liability reporting activities.
  • Refund Recovery: Collect refunds for vendor adjustments involving duplicate payments or payments made to incorrect vendors.
  • Check Research: Research stale dated checks to obtain updated vendor and customer address information.
  • Payment Processing: Process and upload payment requests received from the Citations Department accurately and in a timely manner.
  • Refund Management: Manage returned customer refund checks related to incorrect addresses, duplicate payments, and vendor payment errors.
  • Vendor Reconciliation: Reconcile vendor statements to maintain accurate Accounts Payable records and balances.
  • Performance Development: Improve job performance through self-assessment, training, skill development, and goal-setting activities.
  • Attendance Management: Maintain reliable attendance and punctuality to support daily operational requirements.

15. Accounts Payable Coordinator Roles and Details

  • Invoice Entry: Perform high-volume invoice data entry and image scanning activities accurately and efficiently.
  • Workflow Management: Manage and review payables workflow inputs and outputs to support accurate transaction processing.
  • Expense Processing: Review and process expense reports in compliance with company policies and approval requirements.
  • Closing Support: Assist with weekly and monthly closing activities to support accurate financial reporting.
  • Vendor Reconciliation: Reconcile vendor payable aging statements against the payables subledger regularly.
  • Deadline Management: Meet deadlines for invoice processing, payment reconciliation, and month-end activities consistently.
  • Control Compliance: Ensure compliance with internal control policies and established accounting procedures.
  • Audit Support: Support internal and external audits by preparing documentation and responding to audit requests.
  • Restaurant Support: Provide first-class support to restaurant operations regarding Accounts Payable activities.
  • Vendor Communication: Respond to vendor inquiries through written and verbal communication professionally and promptly.
  • Office Assistance: Assist restaurant office managers with weekly unpost requests and related support tasks.
  • Holiday Support: Provide holiday operational support for restaurant locations.
  • Confidentiality Standards: Maintain confidentiality and discretion in all financial communications and documentation handling.
  • Payment Mailing: Handle mailing of payments and accounting correspondence accurately and promptly.
  • Mail Distribution: Distribute mail to accounting and finance team members according to department procedures.
  • Year-end: Assist with the issuance of 1099 forms and support year-end accounting activities.

16. Accounts Payable Coordinator Responsibilities and Key Tasks

  • Invoice Logging: Log invoices received through email, fax, and regular mail into internal tracking systems.
  • Team Collaboration: Work closely with purchasing and internal teams to resolve invoice processing questions and issues.
  • Invoice Processing: Process invoices through accounting systems and purchasing platforms accurately and efficiently.
  • Data Analysis: Analyze invoice processing information across multiple systems to support accurate financial operations.
  • Supplier Setup: Create new supplier records within the MS Dynamics Great Plains accounting system.
  • Payment Processing: Issue vendor payments through cheque, wire transfer, and ACH methods.
  • Closing Support: Perform tasks related to the five-day Accounts Payable closing cycle.
  • Journal Entries: Prepare monthly journal entries for accruals and other general accounting adjustments.
  • Allocation Management: Perform complex financial allocations to support accurate accounting and reporting activities.
  • Expense Processing: Utilize Concur systems to process travel and expense reports.
  • Department Support: Respond to inquiries from departments regarding Accounts Payable and invoice-related matters.

17. Accounts Payable Coordinator Duties and Roles

  • Invoice Preparation: Prepare invoices for payment daily according to company policies and accounting procedures.
  • Document Scanning: Scan invoices into electronic filing databases daily to maintain accurate financial records.
  • Vendor Support: Handle vendor account inquiries through phone and written communication professionally and promptly.
  • Plant Coordination: Assist plant controllers, shipping staff, and purchasing teams to resolve operational accounting issues.
  • Capital Accounting: Support the Capital Accounting Department with project-related invoice processing activities.
  • Check Requests: Process check requests accurately and within established payment timelines.
  • Receipt Reconciliation: Reconcile purchase receipts to support accurate Accounts Payable records and reporting.
  • Report Preparation: Prepare weekly financial and operational reports.
  • Item Management: Assist assigned plants with managing and resolving parked item lists efficiently.
  • Talent Development: Support talent development initiatives through collaboration, communication, and team engagement activities.
  • Innovation Support: Contribute to process improvement initiatives and support innovative operational practices.
  • Leadership Support: Support organizational vision, priorities, and results-driven business objectives.
  • Team Engagement: Engage effectively with people and teams to support collaborative work environments.
  • Strategic Planning: Apply strategic thinking to support departmental goals and operational improvements.
  • Management Support: Report directly to the Accounts Payable Group Supervisors and support transactional accounting leadership.
  • Internal Support: Provide support to internal customers and accounting colleagues across business operations.

18. Accounts Payable Coordinator Duties

  • Invoice Processing: Process invoices for payment by verifying approval levels and general ledger coding accuracy.
  • Vendor Communication: Handle vendor correspondence and resolve aged invoices and receipt-related issues promptly.
  • Relationship Management: Build and maintain constructive relationships with vendors and internal business partners.
  • Dispute Resolution: Review vendor disputes and aged items to support timely issue resolution activities.
  • Technical Support: Work with appropriate parties to resolve technical issues and request invoice resubmissions.
  • Vendor Maintenance: Review and maintain accurate vendor contact details and payment information records.
  • Communication Skills: Communicate clearly and professionally with vendors and internal business partners regarding Accounts Payable matters.
  • Batch Processing: Process invoice batches for multiple operational entities accurately and within required timelines.
  • Approval Compliance: Follow approval authority requirements according to Accounts Payable transaction approval documentation.
  • Audit Support: Provide support for internal and external audit requests by preparing required documentation.
  • Customer Support: Respond to internal and external customer inquiries through written and verbal communication.
  • Document Storage: Manage storage and retrieval of invoices to maintain organized financial records.
  • AP Administration: Handle Accounts Payable functions, vendor statements, and invoice processing issue follow-up activities.
  • Mail Sorting: Sort department mail on a rotating basis according to established office procedures.
  • Check Handling: Assist with voiding checks and processing returned checks.
  • Electronic Filing: Maintain electronic filing systems for invoices and related Accounts Payable documentation.
  • Project Support: Support special projects and additional accounting assignments.
  • Report Management: Perform vendor maintenance, run query reports, complete aging reconciliations, and support data entry activities.

19. Accounts Payable Coordinator Responsibilities

  • Document Processing: Process receipts, invoices, and time sheets by verifying documentation accuracy and account balances.
  • Data Entry: Enter data into database systems and update spreadsheet information accurately and efficiently.
  • Database Maintenance: Maintain accounting database integrity by updating files, reports, and spreadsheets regularly.
  • Record Management: Manage tenant, client, vendor, purchase order, billing, and time sheet information records.
  • Budget Administration: Perform daily data entry for budgets, purchase order adjustments, journal entries, and expenditures.
  • Report Preparation: Prepare spreadsheets, reports, and data lists to support accounting and administrative operations.
  • Account Reconciliation: Support account reconciliation functions to maintain accurate financial records and balances.
  • Account Support: Respond to tenant, vendor, client, and staff requests regarding account information.
  • Administrative Support: Perform clerical and administrative tasks, including emails, bank deposits, fund transfers, mail handling, and phone support.

20. Accounts Payable Coordinator Accountabilities

  • Invoice Processing: Prepare and process vendor invoices for multiple divisions and operational locations accurately and in a timely manner.
  • System Utilization: Utilize Kofax and SAP systems to support Accounts Payable processing activities.
  • Inbox Management: Manage Accounts Payable email inboxes and dedicated phone lines professionally and efficiently.
  • Mail Distribution: Sort incoming mail and distribute correspondence according to department procedures.
  • Template Maintenance: Maintain Kofax invoice templates to support accurate invoice processing workflows.
  • Policy Compliance: Enforce company policies, delegation of authority requirements, and internal control procedures.
  • Vendor Reconciliation: Perform vendor reconciliations and respond to payment inquiry calls from vendors.
  • File Maintenance: Maintain organized Accounts Payable files and supporting financial documentation records.
  • Report Preparation: Prepare assigned reports and financial analysis to support departmental operations.
  • Control Procedures: Adhere to Accounts Payable internal control procedures and accounting compliance standards.

21. Accounts Payable Coordinator Functions

  • Documentation Review: Ensure documentation includes authorized signatures and supporting records, including purchase orders and receiving documents.
  • Discount Management: Maximize vendor cash discounts to support cost-saving initiatives.
  • Payment Automation: Implement ACH and wire payment methods to reduce processing time and eliminate manual check handling.
  • Record Maintenance: Maintain organized Accounts Payable records, including payment logs and supporting documentation.
  • Process Improvement: Improve payment processing efficiency by streamlining Accounts Payable procedures and workflows.
  • Accrual Preparation: Prepare Accounts Payable accrual journal entries accurately and within reporting deadlines.
  • Account Reconciliation: Prepare monthly reconciliations of Accounts Payable and Accounts Receivable against the general ledger.
  • Customer Relations: Maintain customer relationships by resolving concerns, complaints, and inquiries using effective problem-solving skills.
  • Department Collaboration: Work proactively with departments to identify and resolve Accounts Receivable debit and credit issues.
  • Collection Management: Execute collection efforts to reduce monthly Accounts Receivable past due balances below established targets.

22. Accounts Payable Coordinator Details and Accountabilities

  • Inventory Management: Maintain supplies and inventory by monitoring stock levels, ordering materials, and verifying received merchandise.
  • Order Evaluation: Evaluate current orders to ensure accurate client information and shipment documentation.
  • Shipment Preparation: Determine product requirements and prepare paperwork and packaging for shipment processing.
  • Manifest Preparation: Prepare shipment manifests and coordinate efficient transfer of completed customer orders.
  • Stock Monitoring: Monitor and receive stock while maintaining organized online inventory and client records.
  • Market Analysis: Utilize analytical skills to compile market share data and support client recruitment strategies.
  • Administrative Support: Perform filing, typing, copying, binding, and scanning while maintaining organized filing systems.
  • Office Communication: Answer and direct emails, letters, faxes, forms, and phone calls professionally and efficiently.
  • Visitor Support: Greet and assist visitors professionally while supporting front office operations.
  • Team Collaboration: Contribute to team objectives by supporting related tasks and operational assignments.

23. Accounts Payable Coordinator Roles

  • Client Service: Support client service operations by contributing value-driven actions that support organizational success and performance.
  • Client Partnership: Build strong client partnerships and serve as a primary contact for client-related accounts payable matters.
  • Professional Development: Focus on personal and professional development to support continuous improvement and career growth.
  • Team Management: Manage and review the work of Accounts Payable Coordinators to support accurate workflow execution.
  • Task Coordination: Maintain daily task lists and communicate project status updates during weekly team meetings.
  • AP Supervision: Supervise and manage weekly Accounts Payable processing activities and payment workflows.
  • Invoice Processing: Prepare and process invoices for data entry while obtaining required approvals accurately and promptly.
  • GL Verification: Ensure accurate general ledger coding, payment amounts, and timely payment submissions.
  • Policy Compliance: Verify transactions comply with financial policies, procedures, and internal control requirements.
  • Payment Processing: Build and process weekly check runs, wire transfers, and ACH payments accurately.
  • Vendor Reconciliation: Reconcile vendor statements and resolve discrepancies in a timely and professional manner.
  • Credit Card: Audit and process credit card bills while maintaining accurate financial records.
  • Record Maintenance: Maintain vendor files and financial records thoroughly, accurately, and in an organized manner.

24. Accounts Payable Coordinator Additional Details

  • Invoice Processing: Receive, verify, and enter vendor invoices daily for accurate payment processing activities.
  • Customer Billing: Generate customer billing based on central purchasing invoices received each day.
  • Credit Billing: Process customer credit billing transactions using vendor reporting information accurately.
  • Rebate Processing: Enter and issue customer BID POD rebates through the BID POD system.
  • Invoice Tracking: Track, manage, and maintain RDC invoices and outstanding invoice records regularly.
  • Vendor Coordination: Liaise with vendors and RDC teams to maintain current invoice receipts and payment status.
  • Statement Management: Manage vendor statements, resolve discrepancies, and maintain accurate vendor account records.
  • Process Maintenance: Maintain Accounts Payable processes and procedures to support efficient financial operations.

25. Accounts Payable Coordinator Essential Functions

  • Invoice Processing: Review, verify, and process invoices accurately and within established payment timelines.
  • Batch Submission: Submit invoice batches for approval and payment processing according to financial procedures.
  • Collections Support: Provide support to the Billing and Collections teams with payment and account-related activities.
  • Reporting Support: Respond to reporting inquiries from finance leadership and company managers regarding special requests.
  • Expense Auditing: Audit, reconcile, and prepare employee expense reports for payment processing.
  • Month End: Assist with month-end closing activities related to Accounts Payable transactions and reporting.
  • Department Coordination: Liaise with departments, customers, and vendors to resolve accounting and payment-related matters.
  • Data Entry: Enter transaction and remittance data accurately into accounting software systems.

26. Accounts Payable Coordinator General Responsibilities

  • Invoice Review: Review invoices and check requests for proper account coding and approvals through DocuSign.
  • Lien Tracking: Maintain preliminary logs to prevent payments without proper lien release documentation.
  • Lien Compliance: Ensure conditional lien releases are submitted and collected from vendors before payment processing.
  • Tracker Maintenance: Maintain invoice tracking logs in Excel to support accurate payment monitoring.
  • Utility Review: Ensure invoices and utility bills remain current by researching and resolving past due balances.
  • Invoice Uploading: Compile approved invoices and upload them to dedicated folders for payment processing review.
  • Check Review: Review processed check runs and forward them to controllers for approval.
  • Check Mailing: Mail weekly checks and ensure all required backup documentation is attached.
  • Inbox Management: Monitor the Accounts Payable inbox and respond to vendor and team inquiries promptly.
  • Issue Resolution: Communicate with vendors and payment teams to resolve invoice issues in a timely manner.
  • Insurance Compliance: Work with vendors to obtain certificates of insurance and prevent insurance hold issues.
  • Vendor Updates: Process address book revisions for new vendors and vendor information changes.
  • Void Processing: Process void check requests accurately and according to established procedures.
  • Electronic Filing: Organize and maintain invoice files electronically for accurate record retention.

27. Accounts Payable Coordinator Roles and Details

  • Invoice Review: Review invoices for appropriate documentation and approval before payment processing.
  • Expense Coding: Record expenses to accounts and cost centers by analyzing invoices and expense reports.
  • Expense Auditing: Audit and verify expense reports for accuracy and policy compliance.
  • Vendor Maintenance: Maintain and update vendor information to support accurate payment processing.
  • Discrepancy Resolution: Resolve invoice discrepancies to maintain accurate Accounts Payable records.
  • Vendor Support: Respond to vendor inquiries promptly and professionally regarding payment matters.
  • Vendor Reconciliation: Reconcile vendor statements monthly to identify and resolve account differences.
  • Payment Processing: Match invoices to checks, process weekly checks, and apply wire payments to open payables.
  • Record Maintenance: Maintain records, documentation, and vendor files according to policy and tax requirements.
  • File Organization: File vendor documentation and maintain orderly Accounts Payable records.
  • Tax Reporting: Maintain and prepare 1099 information for year-end reporting requirements.
  • Month End: Assist with month-end closing activities related to Accounts Payable transactions.

28. Accounts Payable Coordinator Responsibilities and Key Tasks

  • Inventory Reconciliation: Maintain and reconcile un-invoiced inventory payables reports to support accurate liability tracking.
  • Vendor Resolution: Resolve vendor issues professionally and within established timelines to support strong supplier relationships.
  • Invoice Entry: Verify and reconcile purchase orders and enter vendor invoices accurately for payment processing.
  • Vendor Reconciliation: Reconcile vendor statements against Accounts Payable records to identify and resolve differences.
  • Payment Support: Assist with vendor payments, including check runs, wire transfers, ACH payments, and credit cards.
  • Month End: Support month-end processing by creating Excel reports, mailing customer statements, and reconciling the general ledger.
  • Closing Support: Assist with month-end closing activities and mailing customer statements accurately and promptly.
  • Discrepancy Analysis: Analyze and resolve freight, pricing, quantity, fee, and term discrepancies using three-way matching.
  • Customer Billing: Bill customers accurately and efficiently according to account requirements.
  • Problem Solving: Apply advanced problem-solving skills and unit of measure conversions to resolve accounting issues.
  • Trend Analysis: Identify trends and recommend solutions to improve performance and efficiency across assigned locations.
  • Branch Support: Provide elevated branch support during month-end, mid-year, and year-end reporting periods.
  • Customer Service: Provide exceptional customer service to internal and external customers through timely accounting support.

29. Accounts Payable Coordinator Duties and Roles

  • Invoice Matching: Review internal documents and match them with incoming invoices to process payments accurately.
  • Vendor Communication: Receive and make vendor calls to resolve invoice discrepancies and payment-related issues.
  • System Updates: Update accounting systems with documents, payment records, notes, and related financial information.
  • Department Coordination: Communicate with departments to ensure internal work order accuracy and requirement compliance.
  • Vendor Auditing: Audit vendor information to support accurate year-end accounting processes.
  • Team Collaboration: Work as a flexible team member to support accounting goals and operational objectives.
  • AP Management: Manage Accounts Payable and Accounts Receivable processes to support daily financial operations.
  • Payment Processing: Process manual checks, ACH payments, grant receivables, and pledge transactions accurately.
  • Vendor Relations: Oversee vendor relationships by analyzing accounts, resolving billing issues, and maintaining contact information.
  • Invoice Entry: Enter Accounts Payable invoices into the Abila MIP accounting system accurately and timely.
  • Process Improvement: Develop and implement Accounts Payable process improvements to increase operational efficiency.
  • Expense Analysis: Review and analyze Concur expense data and enter transactions by department and expense type.

Editorial Process and Content Quality

This content is part of Lamwork's career intelligence platform and is developed using structured analysis of real-world job data, including publicly available job descriptions, skill requirements, and hiring patterns.

Lam Nguyen, Founder & Editorial Lead, defines the research framework behind Lamwork's career intelligence platform, including job role analysis, skills taxonomy, and structured career insights.

All content is reviewed by Thanh Huyen, Managing Editor, who oversees editorial quality, content consistency, and alignment with real-world role expectations and Lamwork's editorial standards.

Content is developed through a structured process that includes data analysis, role and skill mapping, standardized content formatting, editorial review, and periodic updates.

Content is reviewed and updated periodically to reflect changes in skills, role requirements, and labor market trends.

Learn more about our editorial standards.

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