Accounts Payable Coordinator

Job Summary:

The Accounts Payable Coordinator is responsible for managing and processing the company’s accounts payable transactions. This includes verifying and reconciling invoices and expenses, ensuring accurate and timely payments, and maintaining positive relationships with vendors and employees. The role demands a keen attention to detail, exceptional organizational skills, and the capacity to communicate effectively with both internal stakeholders and external vendors. This position reports to the Treasury Manager.

Job Duties and Responsibilities:

• Efficiently and accurately processes invoices, ensuring all relevant details are captured and proper stakeholder approvals are documented. Allocates expenses to the appropriate general ledger account and entities.
• Prepares accounts payable batch payments, ensuring all required supporting documentation is obtained and recorded correctly.
• Verifies and reconciles vendor statements, requesting additional documentation from vendors when needed.
• Onboards new vendors, collecting W-9s and validating vendor data as needed.
• Maintains positive relationships with vendors and responds to their inquiries in a timely and professional manner, effectively addressing any issues or discrepancies.
• Maintains accounts payable documentation for multiple entities and vendors per departmental guidelines.
• Reconciles and invoices employee receivables each month.
• Reviews, files, and processes monthly sales and use tax withholdings.
• Oversees the credit card expense process, which includes managing the GRAM system and importing data from KeyStyle for expense reports. Ensures that expense reports are filed on time and reviews a sampling of expenses to confirm correct coding.
• Reviews invoices from OHI to ensure accurate coding to the proper general ledger accounts and verifies that necessary approvals are obtained before payment.
• Annually prepares and distributes 1099 forms for the Company’s vendors.
• Monitors accounts payable aging reports for unusual or unexpected activity, ensuring timely payments are made and maintaining records of communications regarding any outstanding expenses.

Qualifications:

• Associate’s or Bachelor’s degree in Accounting or equivalent combination of education and/or experience preferred.
• 2-3 years of accounts payable experience preferred.
• Knowledge of the entire life cycle of accounts payable and expense reporting.
• Proficiency with Excel.
• Strong organizational skills with a keen eye for detail.
• Ability to prioritize tasks and manage time effectively to meet deadlines.
• Effective communication skills and the ability to collaborate with team members.
• Proven ability to thrive in a fast-paced environment and adapt to changing conditions.
• Flexibility to adjust work schedules based on evolving business needs.
• Demonstrate integrity and honesty while embodying ethical behavior and Armada Hoffler’s core values- Quality, Service, Flexibility, and Integrity.

Physical Demands and Work Environment

While performing the duties of this job, the employee will work inside an office environment and is required to use hands and fingers to handle, feel or operate objects, and reach with hands and arms.

The employee is frequently required to sit, stand, walk, talk, and hear. Specific vision abilities required by this job include close vision, peripheral vision, and the ability to adjust focus. Employee may occasionally lift and/or move up to 10 pounds. 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.