Accounts Payable Coordinator

Position Overview

The Accounts Payable Coordinator will be responsible for processing vendor invoices in accordance with prescribed policies, procedures and timelines. The successful candidate will also be responsible for responding to internal and external inquiries, as well as researching and resolving any issues that may cause delays in invoice/payment processing.

This individual will contribute to the organization’s profitability by processing invoices in a manner that will maximize prompt payment discounts, minimize late payment charges, minimize returned checks, and prevent duplicate payments. They will be able to work independently while also assisting team members to meet daily, weekly and monthly production goals.

Essential Duties and Responsibilities

• Enter/process invoices and credit memos in accordance with established policies, procedures, and timeframes.
• Review purchase orders and receiving documents to verify receipt of goods or services for PO invoices. Follow up in a timely manner with requisitioners to request receipt. Work with vendors and/or Procurement to resolve errors that may result in payment delays.
• Review invoices for correct general ledger account codes, discounts, payment terms, descriptions, taxes and accuracy.
• Use the CMG Tax Matrix to ensure that tax is only paid or accrued when appropriate. Minimize the need for tax accruals and short-pays by working with vendors to ensure that taxes are charged at the appropriate rates.
• Reconcile monthly vendor statements and follow up on all open issues. Work with vendors and colleagues to resolve payment discrepancies.
• Research, resolve and respond to internal and external information requests regarding payment status in a prompt and accurate manner.
• Provide assistance and back-up to other AP associates to ensure daily, weekly and monthly production goals are met.
• Identify and participate in process improvement projects.
• Participate in periodic service review calls with internal customers to ensure that services issues are identified and resolved. Escalate issues to department management as appropriate.
• Other duties as assigned.
• Partner with vendors and internal colleagues at all levels who are involved in or impacted by the P2P process to ensure the timely resolution of invoice/payment issues.
• Work as part of an integrated team to meet daily, weekly and monthly production goals.

Minimum Qualifications

• Knowledge/experience with the full cycle Accounts Payable process, but will work in one of three work streams:
  • Optical Character Recognition/Advanced Data Capture
  • Upload and manual invoice processing
  • Customer Service/Vendor Maintenance
• A 2 year Associates degree in Accounting or equivalent work experience
• Oracle or Microsoft Dynamics (GP) or equivalent ERP system Accounts Payable module experience
• Strong Microsoft Excel and Word skills
• Team player who works well with both inter- and intra-departmental staff
• Ability to analyze and solve problems
• Ability to adapt quickly to changes in priority and to multi-task
• Ability to convey ideas and information clearly and effectively both verbally and in written form
• Self-motivated with high energy level

Preferred Qualifications

• 3 to 5 years accounts payable experience, preferably in a Shared Services environment
• OCR/Advanced Data Capture and automated workflow experience preferred