Accounts Payable Coordinator

This is a hybrid position with 3 days/ week in office required.

JOB SUMMARY

The Accounts Payable Coordinator oversees and executes the company’s payables function under the leadership and supervision of the Division Controller.  This includes timely entry and scanning of vendor invoices, obtain approvals, reviewing general ledger coding, processing remittances, reconciling against vendor statements as well as other support of the accounting staff and function. 

ESSENTIAL FUNCTIONS

1. Receive and organize incoming vendor invoices, complete data entry into Picas on timely basis.
2. Review and evaluate all invoices for appropriate supporting documents required to begin the voucher process.
3. Complete a three-way voucher match of vendor invoice to the purchase order to receiver.  Obtain appropriate invoice signature approvals if no PO was established or for non-receiver services.
4. Coordinate with Purchasing team to investigate and resolve any discrepancy of price, quantity or other terms on the invoice.
5. Ensure proper general ledger account coding and enter the voucher in the company accounting system.
6. Prepare weekly batch vendor payments according to company practice and vendor terms requirements.
7. Track credits owed to the company and ensure all credits are properly applied to vendor payments.
8. Respond to all vendor inquiries including reviewing and reconciling company records to vendor statements.
9. Support the month-end close process for the Accounts Payable with procedures as assigned.
10. Assist in year-end activities including vendor 1099 preparation.
11. Vendor management including maintaining current W-9 forms as well as periodic vendor maintenance in company systems.
12. Company credit card coordination including monthly account reconciliations, research, expense coding, follow-up on missing user expense substantiation, ensure manager approval and data entry into company systems.
13. Perform other accounts payable, accounting, and administrative responsibilities as assigned.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

1. Strong attention to detail and commitment to accuracy
2. Understanding of AP processes, internal controls, and basic accounting principles
3. Ability to identify duplicate, unusual, or potentially fraudulent transactions
4. Strong organizational skills and ability to meet deadlines in a high-volume environment
5. Effective problem-solving and reconciliation skills
6. Clear and professional communication with vendors and internal stakeholders
7. High level of integrity, confidentiality, and sound judgment
8. Proficiency with ERP/AP systems and Microsoft Excel
9. Ability to adapt to process changes and work across multiple entities or locations
10. Collaborative, service-oriented approach with appropriate professional skepticism
11. Well organized, motivated self-starter with positive, team-oriented attitude and strong attention to detail.
12. Ability to establish priorities, work independently, and accomplish objectives with minimal supervision.
13. Utilizes proactive approach to prioritize work within deadlines and problem solve.
14. Professionally and effectively communicate verbally and in writing with internal personnel and external contacts to achieve issue resolution.
15. Continuous improvement mindset with aptitude to learn new skills and expand knowledge.
16. Upholds company standards for collaboration and confidentiality.

CORE VALUES:

• Collaborating as One Team, One Proven Winners: Our future success is rooted in how well we work together—as one team, who is accountable to each other. Open, transparent, and direct communication remain central to our culture. We value the diverse strengths and perspectives each person brings and are committed to fostering a collaborative, inclusive, and respectful environment where everyone feels safe to challenge and learn from each other.
• Embracing Continuous Improvement: Proven Winners was built on the belief that we could always offer something better. This mindset continues to guide us—whether improving our products, our capabilities, or how we work together. Embracing change strengthens our future and helps us continue leading the industry.
• Pursuing Excellence: From superior plant genetics to building the most trusted brand in horticulture, excellence has always defined Proven Winners. We hold ourselves to high standards across product development, customer service, operations, and internal processes. By striving for excellence in everything we do, we continue to deliver exceptional value to our customers, partners, and one another.
• Doing the Right Thing: Our brand is all about trust. We make ethical, transparent, and well-intentioned decisions, even when the outcome is difficult. We honor our commitments and rely on one another to act with integrity. Together, we uphold this value by caring for one another and the communities that we serve.
• Prioritizing Safety: We prioritize the safety of our employees above all else. Our approach is proactive and prevention-focused, ensuring we maintain safe facilities, provide proper training, and empower every employee to prioritize safety in their daily work

EDUCATION AND EXPERIENCE REQUIREMENTS

• Three to five years of hands-on accounts payable experience or equivalent general accounting education.

PHYSICAL ASPECTS

1. Be able to climb 3-step stairway to Accounting office area.
2. Extensive utilization of computer with typing on keyboard and use of mouse.
3. Periodic travel between buildings on campus.
4. Be able to lift up to 25 lbs. for accessing storage boxes.

WORK ENVIRONMENT

Office and remote work settings. Peak season periods require increased responsiveness and flexibility. Reasonable accommodation may be made for individuals with disabilities to perform the essential functions.

NOTE

This job description does not exclude responsibilities not specifically stated, but that are apparent, related, or may develop in the normal course of duty.

Proven Winners is the leading consumer plant brand in North America, known for introducing innovative, top-performing plants that deliver proven garden success. With a commitment to quality, innovation, and consumer education, Proven Winners partners with growers, retailers, and breeders worldwide to inspire gardeners and enrich outdoor spaces. For more information, visit provenwinners.com