AP Coordinator

Under the direction of the Accounts Payable Manager, the Accounts Payable Coordinator performs advanced accounts payable functions while serving as a key resource for process improvement, systems optimization, and operational efficiency initiatives. This role is responsible for analyzing current workflows, identifying opportunities for automation and standardization, supporting change management efforts, and partnering with cross-functional teams to enhance Accounts Payable processes and system functionality. The position serves as a subject matter expert for vendor master data, SAP processes, and continuous improvement initiatives, helping drive scalable and sustainable business practices.

ESSENTIAL DUTIES AND RESPONSABILITIES

The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. Other related duties may be required and assigned.

• Create and maintain master vendor data in SAP, including adding, editing, deleting, and updating information as acquired.
• Confirm new vendors have a completed W9 form on file and that it has been verified at the Internal Revenue Service verification web site.
• Research and resolve issues pertaining to problem W9 forms.
• Monitor vendor activity to update and maintain vendor listings and close files when necessary.
• Request W8-BEN/W-8BEN-E forms from international vendors.
• Request completed Vendor Data Form from new vendor applications.
• Prepare wire requests.
• Audit wire requests and/or invoices for appropriate account coding and authorization.
• Reverse invoices posted incorrectly.
• Accurately enter specific invoices into system.
• Process and maintain fruit invoices and list of fruit vendors.
• Confirm in writing that fruit has passed QC inspection before processing invoices for wire and/or check payment.
• Research and resolve accounts payable issues regarding vendor problems with invoices etc., as needed.
• Request cash refunds on credit balances.
• Process vendor incoming California Preliminary Lien Release notices.
• Reconcile general ledger activity for selected accounts and provide reconciliations to Controller.
• Analyze existing Accounts Payable processes and recommend improvements to increase efficiency, accuracy, and compliance.
• Lead continuous improvement initiatives to streamline workflows and reduce manual processes.
• Develop, document, and maintain standard operating procedures (SOPs), process maps, and training materials.
• Serve as a change champion for Accounts Payable system enhancements, upgrades, and process changes.
• Partner with IT, Finance, and other business stakeholders to identify and implement system improvements.
• Monitor key performance indicators (KPIs) and prepare reporting to identify trends and opportunities for process optimization.
• Participate in testing, validation, and implementation of SAP enhancements and other financial systems improvements.
• Evaluate opportunities for automation and recommend technology solutions that improve business outcomes.
• Support organizational change management activities, including communication, training, and stakeholder engagement.
• Act as a subject matter expert for Accounts Payable processes, providing guidance and mentorship to team members.
• Identify risks, control gaps, and compliance concerns within AP processes and recommend corrective actions.
• Lead special projects related to Accounts Payable transformation, process redesign, and system implementation.
• Create and complete weekly check run process.

MINIMUM QUALIFICATIONS

Knowledge/Skills:

• Knowledge of computerized accounting, SAP knowledge desirable.
• Experienced in Microsoft Excel and Microsoft Word.
• Additional knowledge of purchasing and receiving helpful.
• A strong understanding of accounting principles and finical reports.
• Experience with business process improvement methodologies and continuous improvement practices.
• Strong analytical, project coordination, and problem-solving skills.

Ability to:

• Ability to problem solve and use customer service skills.
• Understanding of processing payment through provided systems

Education and Experience:

• Associate degree required, Bachelors degree in Accounting, Finance, Business Administration, or related field preferred.
• 4+ years of Accounts Payable, Finance Operations, or related experience.

Physical/Safety Requirements:

• Tolerate extended periods of sitting at desk.
• Ambient noise is louder than a traditional office setting.