Accounts Payable Coordinator

Accounts Payable Coordinator

At Parallax Advanced Research, our work is rooted in innovation, collaboration, and national impact. As a nonprofit research institute, we partner with government, academic, and industry clients to solve complex challenges in AI, aerospace, human-machine teaming, and beyond. As AP Coordinator, you will support this Parallax mission through providing executive administrative support for managing and processing vendor invoices, ensuring timely payments, maintaining accurate fiscal records, and supporting the overall fiscal operations of Parallax.

In This Role, You Will:

• Invoice Processing: Review, verify, and process vendor invoices accurately and on time, ensuring compliance with company policies and regulatory requirements.
• Payment Management: Schedule and execute payments to vendors, reconcile accounts, and track payment due dates to maintain smooth cash flow.
• Vendor Communication: Liaise with vendors and internal departments to resolve discrepancies, disputes, or billing issues.
• Record Keeping: Maintain organized accounts payable records, including invoices, receipts, and tax documents such as W-9s.
• Financial Reporting & Analysis: Assist with financial reporting, audits, and provide analytics using Excel or other reporting tools.
• Compliance & Internal Controls: Ensure adherence to internal controls, tax regulations, and company policies to prevent errors or fraud.
• Process Improvement: Identify opportunities for automation and efficiency improvements in accounts payable workflows.

Required Skills and Qualifications

• US Citizen
• Education: Bachelor's or Associate degree in Accounting, Finance, Business Administration, or a related field
• Experience: Minimum of 2 years in accounts payable or finance roles, preferably in a corporate or professional setting.
• Technical Skills: Proficiency in accounting software, Microsoft Excel, and other financial reporting tools.
• Soft Skills: Strong attention to detail, organizational skills, communication abilities, and the capacity to handle confidential information.

Work Environment

• Hybrid/In-Office, with frequent interaction with vendors, internal teams, and occasionally government personnel.
• May require handling multiple tasks simultaneously, working under deadlines, and occasional extended hours.

Physical Demands and Work Environment

• Sitting & Posture Ability to sit for long periods with good posture.
• Manual Dexterity Use of a keyboard, mouse, and office equipment.
• Vision & Reading Clear vision (corrected if needed) for screens and documents.
• Hearing & Communication Ability to hear and speak clearly for calls and meetings.
• Mobility Walking short distances, occasional reaching, bending, or lifting light objects.
• Cognitive Ability Focus, problem-solving, and multitasking skill

Travel requirements/percentage: 10%

Parallax Advanced Research is an Equal Opportunity Employer, drug free workplace, and complies with ADA regulations as applicable.

Why Join Parallax? We offer a workplace that values both personal well-being and professional growth, along with a robust benefits package: Health Benefits: Medical, dental, and vision coverage Insurance: 100% employer-paid life, short- and long-term disability Retirement: Roth or pre-tax 401(k) with company match + annual employer contribution Education: 100% tuition coverage for employees + 80% for dependents Time Off: 25 days of PTO, flex holidays, paid parental leave, and military leave Work-Life Balance: PTO sell-back program and hybrid flexibility for select positions