Accounts Payable Coordinator

Description

Job Summary

• Responsible for assisting with basic AP operations to help ensure accurate, timely and discretionary processing of accounts payable functions.

Essential Duties and Responsibilities

• Match price, quantity, and item number for invoices, purchase orders, and receivers, assuring all expenditures are properly authorized by managers.

• Process vendor non-PO invoices in ERP system and obtain management approval.

• Ensure all vendor payments are valid and approved.

• Contact vendors to clarify and rectify any questions/discrepancies regarding payments, discounts taken, quantities.

• Key debit memos initiated by the Purchasing Department into AP system.

• Determine whether debit needs to be matched online or entered without matching online.

• Reconcile small vendor statements as needed.

• Identifies, researches, and resolves items/issues impacting the accounts payable statements.

• Contact vendors as needed to resolve any issues and respond to their inquiries.

• Update vendor payment information (addresses, contact information, bank account numbers, etc.) in ERP system.

• Assist with accounts payable preparations and audit process requests.

• Maintain proper documentation of monthly data and analysis?

• Assist the AP department in various projects and process improvement initiatives.

• Contribute to improving process workflows and maintaining system administration.

• Process employee expense requests and ensure compliance with division travel policies, appropriate receipts, approval, and timely payment.

Other duties assigned as needed

Skills and Abilities

• Demonstrate time management skills with attention to detail.

• Detail oriented and capable of analyzing complex financial/operational data.

• Intermediate/Advanced proficiency in PC/Microsoft applications (Excel, Access, Word,).

• Demonstrated experience using pivot tables in Excel.

• Ability to negotiate conflict and maintain constructive working relationships with people at all levels of the organization.

• Self-starter capable of working independently and ensuring to meet deadlines.

• Excellent communication and interpersonal skills, both verbal and written.

• Ability to balance multiple tasks with changing priorities.

Education and/or Experience

• High school Diploma or equivalent is required

• Bachelors' degree in Accounting, Finance, Business or related field preferred.

• Minimum of 2-3 years relevant experience in a corporate accounts payable environment.

• Experience operating in a multi-state and/or complex matrix business environment.

• Intermediate/Advanced experience with General Ledger Programs (Sage)

Working 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. This job operates in a professional office environment. This role uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The work environment is generally moderate in noise (inter-office conversations and computers/printers). This position is hybrid (3 days in office, 2 days at home) after the initial training period.

Physical Requirements

The physical demands of this position are those that are necessary to meet the responsibilities and essential functions of this position. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

• This position regularly requires employees to sit, walk, and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment.

Direct Reports

• This position does not have direct reports.

Work Hours

AVI-SPL reserves the right to alter work hours and work location as deems necessary

AVI-SPL is an Equal Opportunity Employer/AA/Disabled/Veteran ProtectedVEVRAA Federal Contractor

Responsibilities Job Summary

• Responsible for assisting with basic AP operations to help ensure accurate, timely and discretionary processing of accounts payable functions. Essential Duties and Responsibilities

• Match price, quantity, and item number for invoices, purchase orders, and receivers, assuring all expenditures are properly authorized by managers.

• Process vendor non-PO invoices in ERP system and obtain management approval.

• Ensure all vendor payments are valid and approved.

• Contact vendors to clarify and rectify any questions/discrepancies regarding payments, discounts taken, quantities.

• Key debit memos initiated by the Purchasing Department into AP system.

• Determine whether debit needs to be matched online or entered without matching online.

• Reconcile small vendor statements as needed.

• Identifies, researches, and resolves items/issues impacting the accounts payable statements.

• Contact vendors as needed to resolve any issues and respond to their inquiries.

• Update vendor payment information (addresses, contact information, bank account numbers, etc.) in ERP system.

• Assist with accounts payable preparations and audit process requests.

• Maintain proper documentation of monthly data and analysis?

• Assist the AP department in various projects and process improvement initiatives.

• Contribute to improving process workflows and maintaining system administration.

• Process employee expense requests and ensure compliance with division travel policies, appropriate receipts, approval, and timely payment. Other duties assigned as needed Skills and Abilities

• Demonstrate time management skills with attention to detail.

• Detail oriented and capable of analyzing complex financial/operational data.

• Intermediate/Advanced proficiency in PC/Microsoft applications (Excel, Access, Word,).

• Demonstrated experience using pivot tables in Excel.

• Ability to negotiate conflict and maintain constructive working relationships with people at all levels of the organization.

• Self-starter capable of working independently and ensuring to meet deadlines.

• Excellent communication and interpersonal skills, both verbal and written.

• Ability to balance multiple tasks with changing priorities. Education and/or Experience

• High school Diploma or equivalent is required

• Bachelors' degree in Accounting, Finance, Business or related field preferred.

• Minimum of 2-3 years relevant experience in a corporate accounts payable environment.

• Experience operating in a multi-state and/or complex matrix business environment.

• Intermediate/Advanced experience with General Ledger Programs (Sage) Working 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. This job operates in a professional office environment. This role uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. The work environment is generally moderate in noise (inter-office conversations and computers/printers). This position is hybrid (3 days in office, 2 days at home) after the initial training period. Physical Requirements The physical demands of this position are those that are necessary to meet the responsibilities and essential functions of this position. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform the essential functions.

• This position regularly requires employees to sit, walk, and stand; talk or hear, both in person and by telephone; use hands repetitively to finger, handle, feel or operate standard office equipment. Direct Reports

• This position does not have direct reports. Work Hours AVI-SPL reserves the right to alter work hours and work location as deems necessary AVI-SPL is an Equal Opportunity Employer/AA/Disabled/Veteran Protected VEVRAA Federal Contractor