Accounts Payable Coordinator

FirstFour Staffing has partnered with a reputable organization that is seeking to add an experienced Accounts Payable Coordinator to their team in Mobile.

SUMMARY

The Accounts Payable Coordinator will manage the Accounts Payable business process from invoice intake to vendor payments and reconciliation.

RESPONSIBILITIES:

• Manage the Accounts Payable business process using in-house accounting software
• Organize accounts payable regarding separate entities, companies, and vendors.
• Open, sort, and distribute daily department mail and scan/process any invoices received.
• Analyze workflow processes for efficiency and needed improvement.
• Communicate with vendors by telephone or email, in a professional and thorough manner, on matters ranging from routine inquiries of account status to the resolution of payment/invoice discrepancies.
• Establish and maintain relationships with new and existing vendors.
• Set up new vendors in accordance with company policies and software requirements.
• Prepare and process weekly vendor payments through printed checks, ACH and wire payments.
• Manage pending approvals and exceptions in the AccuImage platform and notify management/approvers when appropriate.
• Accurately input invoice data into financial data processing system according to company procedures and with an understanding of correct expense accounts and cost centers.
• Manage deposits made on required purchase orders.
• Compare purchase orders, prices, terms of payment and other charges to ensure accuracy in processing.
• Prepare vouchers, checks, reports, and other records.
• Reconcile vendor accounts, monthly vendor statements and the accounts payable ledger, and investigate any discrepancies or missed postings.
• Maintain 1099 vendor files for accuracy and up to date W9 s for tax reporting.
• Complete AP tasks for month end closings within the timeframe set by Accounting and Finance management, mainly managing and reconciling multiple credit card accounts/statements.
• Create adjusting journal entries for Month and Year-end as required.
• Assist in the creation of Year End Audit Schedules and assist, as required, in any other functions required for the completion of the Year End Audit.
• Understand compliance issues around accounts payable processes (W-9, sales tax, etc.)

REQUIREMENTS:

• 3-5 years of accounts payable experience, preferably within a corporate environment
• Familiarity with healthcare industry regulations and billing practices is a plus
• Proficiency in accounting software (e.g., QuickBooks, NetSuite, SAP, or similar)
• Strong Microsoft Excel skills, including advanced functions (e.g., VLOOKUP, pivot tables)
• Experience with electronic invoicing and payment systems
• Knowledge of purchase order systems and invoice processing