The Accounts Payable Coordinator provides support to the accounting department and works on all aspects of the accounts payable function. The primary responsibilities of the Accounts Payable Coordinator include managing the A/P invoice flow through the office from incoming mail and e-mail, inputting invoices into HH2, exporting approved invoices into Sage, selecting invoices currently due for payment, assisting with year-end 1099 processing and distribution, and assisting with monthly sales and use tax recognition and payment. In addition to accounts payable functions, the Accounts Payable Coordinator may assist with Customer Service communication, and other tasks as assigned.
Roles & Responsibilities:
- Accounts Payable Invoice Processing
- Vendor & subcontractor payments and
- Vendor & subcontractor record management
- Statement Reconciliation
- Assist with Weekly Check Runs
- Customer Service Client Communications
Essential Duties and Responsibilities:
- Process accounts payable invoices and manage all necessary steps in doing so, including but not limited to, collection, recognition, coding, assignment and distribution, problem solving and processing for payment.
- Serve as primary contact for subcontractors and vendors.
- Maintain subcontractor and vendor database to include current contact and payment information, Certificates of Insurance, Waivers, W-9s, and Subcontractor Applications and Agreements.
- Load and Review Open Invoice Report weekly to determine which invoices should be included in check run. Assist AP Manager with facilitating the check run, including paying EFT invoices online and posting those payments into Sage.
- Reconcile subcontractor, vendor, and credit card statements and reconcile/resolve payment discrepancies.
- Assist AP manager with sales and use tax monthly audit to verify tax was included or that tax was paid to the appropriate state.
- Assists AP department in year-end tasks including, but not limited to, processing and distributing 1099s and business license filing.
Customer Service Roles and Responsibilities:
- Hold weekly CRM review meetings to identify which clients need communication.
- Assist Customer Service Department with weekly client communications.
Supervisory Responsibilities:
There are no supervisory responsibilities with this position.
Requirements for the Position:
- Bachelor's Degree required.
- Proficiency in MS Office, Adobe, Chrome, and ability to learn other software packages or tech solutions.
- Remaining flexible as day-to-day and week-to-week obligations may change, adapt, as necessary.
- Demonstration of Heroic Customer Service (BOWA Core Value) for external and internal customers.
- Ability to communicate extremely well both written and verbally.
- Problem solving skills to solve problems timely and effectively and look for new solutions.
- Strong attention to detail, highly organized, and ability to work independently to meet deadlines.
- Excellent time management skills and the ability to prioritize work with multiples requests at hand.