Accounts Payable Administrative Coordinator

GS Precision Inc•Brattleboro, VT

5h•$22 - $26•Onsite

About The Position

The Accounts Payable Administrative Coordinator provides administrative and operational support to the Accounts Payable function. The position maintains accurate financial documentation, supports invoice processing, manages packing slips and incoming correspondence, and assists with vendor communications. The coordinator works with internal departments, vendors, and the Accounts Payable team to support efficient invoice and payment processing in accordance with company procedures. The role includes organizing and retaining electronic and physical records, assisting with weekly check runs and freight-cost documentation, and following up with vendors and internal employees to obtain information needed for invoice processing. The position is on-site in Brattleboro, Vermont.

Requirements

Strong attention to detail and organizational skills.
Ability to manage multiple tasks and priorities in a fast-paced environment.
Strong written and verbal communication skills.
Ability to maintain accurate and organized electronic and physical records.
Proficiency with Microsoft Office applications and document management systems.
Ability to handle confidential financial and vendor information professionally and discreetly.
Strong problem-solving skills and ability to follow established procedures.
Ability to work effectively with internal departments, vendors, and the Accounts Payable team.
High motivation, a strong work ethic, professionalism, and ability to work as part of a team that includes all levels of the organization.

Responsibilities

Match packing slips to the appropriate invoices and maintain accurately named documentation in accordance with filing procedures.
Upload applicable documents and files to Global Search for accessibility and record retention.
Receive, open, scan, and process incoming mail and documents; name, route, and store electronic files appropriately.
Assist with scanning and organizing receipts and other Accounts Payable documentation.
Assist with weekly Accounts Payable check runs and review payment documentation for correct payment amounts.
Verify remittance addresses and supporting payment information.
Prepare checks and remittance documentation for mailing, including preparing envelopes, applying postage, and processing outgoing mail.
Review and organize freight bills and support allocation of freight costs by the appropriate entity.
Maintain properly named and organized freight-related documentation.
Contact vendors to obtain required documentation, including W-9 forms.
Verbally verify vendors’ ACH and wire banking information in accordance with company procedures.
Communicate ACH and wire payment remittance details to vendors as needed.
Contact vendors about missing invoices and request electronic submission to the designated Accounts Payable email address.
Follow up with internal employees to obtain missing documentation or information needed for invoice processing.
Compile and distribute monthly lists of missing information or documentation required to process invoices.
Maintain organized records to support Accounts Payable operations and document retrieval.
Work with the Accounts Payable team, internal departments, receiving personnel, purchasing, and external vendors to support accurate documentation, efficient invoice processing, and timely payments.

Benefits

Comprehensive health, dental, and vision coverage starting the next full month after hire.
Paid holidays starting on the first day.
Company-paid life and AD&D insurance.
Company-paid short-term disability.
401(k) matching retirement plan.
Employer-funded health reimbursement account.
Flexible spending account.
Generous paid time off.
Dependent care spending account.
Employee assistance program.
Educational assistance program.
Employee referral bonus.
Safety shoe allowance.
Prescription safety glasses program.
Shift differentials for second and third shifts.
Bereavement leave.