Accounts Payable Coordinator

JOB TITLE: Accounts Payable Coordinator 

DEPARTMENT: Acct & IT

REPORTS TO: Controller

LOCATION: On-Site

FLSA STATUS: Exempt 

SUMMARY:  The Accounts Payable Coordinator is responsible for the timely and accurate processing of invoices, vendor payments, expense reporting, and accounts payable records. As the primary AP resource, this role works closely with vendors and internal teams to support payment operations, maintain financial accuracy, and assist with month-end close and compliance activities. 

Essential Responsibilities:

Accounts Payable Processing & Vendor Management

• Process vendor invoices through manual entry, voucher imports, and invoice batch uploads. 
• Match invoices to supporting documentation and purchase orders. 
• Follow up with internal stakeholders to obtain invoice approvals and resolve discrepancies. 
• Maintain vendor records and oversee vendor creation and maintenance within ERP systems. 
• Reconcile vendor statements and investigate payment variances. 
• Respond to vendor inquiries and audit requests in a timely manner.

Payment Administration & Cash Management

• Prepare weekly Accounts Payable payment requests and approval packages. 
• Execute payment cycles through pay manager.
• Manage ACH, wire, check, and electronic payment processing activities.
• Maintain banking information for suppliers and support vendor setup. 
• Administer Positive Pay functions and banking controls. 
• Process manual checks and payment exception requests. 

Tax, Compliance & Regulatory Support

• Prepare and process Federal Excise Tax (FET) payments
• Assist with quarterly tax filings.  
• Manage customs duties input, reconciliations and payment schedules. 

General Administrative Duties

• Prepare and process Federal Excise Tax (FET) payments
• Assist with quarterly tax filings. 
• Manage customs duties input, reconciliations and payment schedules. 

Required Skills and Qualifications

• Associate's degree in Accounting, Finance, Business Administration, or equivalent experience in a related field preferred. 
• Three or more years of accounts payable, accounting, or finance experience, including high-volume invoice and vendor-payment processing.
• Strong organizational, analytical, and problem-solving skills, with excellent attention to detail.
• Ability to manage multiple priorities independently in a fast-paced environment.
• Effective communication and follow-up skills, including professional vendor and internal stakeholder support.
• Ability to handle confidential financial information appropriately.
• Experience with excise taxes, customs duties, import-related accounting, or multiple legal entities preferred.

Technical Skills

• Proficiency in Microsoft Excel, Word, Outlook, and Teams. 
• Experience with accounting systems, such as Apprise or QuickBooks.
• Experience with vendor-payment platforms, including ACH, wire, and Positive Pay processes.

Physical Demand

• The physical demands described here are representative of those that must be met by an employee 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 regularly required to sit; use hands to finger, handle, or feel; and talk and hear. 
• The employee is occasionally required to stand, walk, and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. 
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

Work Environment

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.?