Coordinator, Accounts Payable

Position Summary

The Accounts Payable Analyst is an integral part of the finance team, responsible for the accurate and timely processing of all overhead-related payables. This role focuses on ensuring that corporate expenses are coded, processed, and paid efficiently. The ideal candidate possesses strong attention to detail, a foundational understanding of AP processes, and a customer-service mindset to support both internal stakeholders and external vendors.

Core Responsibilities

Invoice Processing & Payment Execution

• Manage the daily invoice processing for corporate overhead expenses, securing necessary departmental approvals and coding.
• Assist in the preparation and execution of weekly payment batches, focusing on check, ACH and electronic payments.
• Identify, research, and resolve discrepancies, duplicate invoices, or missing information in a timely manner.

Vendor Relations & Inbox Management

• Serve as the primary point of contact for overhead vendor inquiries, responding to payment status requests promptly and professionally.
• Actively monitor and manage two dedicated accounts payable email inboxes, specifically covering both overhead and media payables.
• Serve as the primary point of contact for vendor inquiries across both overhead and media channels, responding to payment status requests, invoice disputes, and general questions promptly and professionally.
• Perform regular vendor statement reconciliations to ensure accounts remain current and there are no outstanding past-due balances.
• Assist in maintaining accurate and updated vendor master files, including gathering W-9s and verifying banking details.
• Work closely with key employees across the organization to ensure timely processing and approval of overhead bills.

Process Integrity & Support

• Ensure strict adherence to all AP financial controls and company policies to mitigate risk.
• Maintain organized and accurate AP records and documentation for audit purposes.
• Support the AP Supervisor and wider finance team with month-end closing procedures, including compiling data for overhead accruals, reporting, outstanding checks reconciliation, and general ledger reconciliations.
• Contribute to process improvements to streamline overhead invoice routing and approval workflows.

Qualifications & Experience

• 2-3 years of proven experience in a high-volume Accounts Payable role, preferably with a focus on overhead or corporate expenses.
• Solid understanding of basic accounting principles and full-cycle Accounts Payable processes (vendor setup, invoice processing, and payment execution).
• Hands-on experience with major ERP systems; experience with NetSuite is highly desirable.
• Strong data entry skills with a high degree of accuracy and attention to detail.
• Excellent problem-solving skills and the ability to research and resolve invoice and payment discrepancies.
• Strong verbal and written communication skills, with a collaborative, customer-service-oriented approach to working with internal teams and external vendors.
• Associate's or Bachelor's degree in Accounting, Finance, or a related field is preferred.

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Salary Range $40,000.00 - $50,000.00

A successful applicant's actual base salary may vary based on factors such as individual's skill sets, experience, training, education, licensure/certifications, and qualifications for the role. As an organization, we take an aptitude and competency-based hiring approach.

We provide a competitive total rewards package including a discretionary bonus and a variety of benefits including health insurance coverage, life and disability insurance, retirement savings plans, company paid holidays and unlimited paid time off (PTO), mental health and wellness resources, pet insurance, childcare resources, identity theft insurance, fertility assistance programs, and fitness reimbursement.