Accounts Payable Coordinator

Aston Carter•Fort Wayne, IN

3d•Onsite

About The Position

The Accounts Payable Coordinator plays a highly interactive, customer-facing role focused on resolving vendor inquiries, supporting internal teams, and ensuring accurate invoice processing. Although aligned with Accounts Payable, this position emphasizes customer service, requiring frequent communication by email and phone, careful investigation of billing issues, and coordination across multiple departments in a predominantly paperless environment.

Requirements

At least 3+ years of office experience in a role that required customer and/or vendor interaction via email and phone.
Basic foundational knowledge of accounts payable, including terminology and standard processes.
Proficiency in Microsoft Excel for reviewing, tracking, and analyzing invoice and payment data.
Experience with Oracle or similar enterprise resource planning (ERP) systems.
Strong customer service skills with the ability to manage a high volume of inquiries professionally and efficiently.
Accurate data entry and processing skills with strong attention to detail.
High School Diploma or equivalent.
Ability to communicate clearly and professionally in both written and verbal formats.

Nice To Haves

Experience using Oracle in an accounts payable or finance environment.
Comfort using Excel functions such as VLOOKUP to reconcile and analyze data.
Previous experience working in a paperless office or multi-system environment.
Strong problem-solving skills and the ability to investigate and resolve billing discrepancies.
Ability to collaborate effectively with cross-functional teams such as accounts receivable, customer service, and store operations.
Organizational skills to manage multiple inquiries, tasks, and deadlines in a fast-paced setting.

Responsibilities

Respond to a high volume of vendor inquiries regarding invoice status and payment timing through email and phone each day.
Handle daily communication across approximately 50 or more emails and 10–15 phone calls to address questions, provide updates, and resolve issues.
Investigate and resolve invoice discrepancies, including incorrect billing locations, missing, damaged, or shorted product, and duplicate charges or other billing errors.
Partner with internal teams, including accounts receivable, customer service, and store teams, to resolve payment and credit issues in a timely and accurate manner.
Review vendor statements regularly and support reconciliation activities to ensure accounts remain accurate and up to date.
Navigate and work within multiple systems in a predominantly paperless environment to research, track, and document invoice and payment information.
Maintain accurate records of communications and resolutions to support auditability and continuous improvement of accounts payable processes.
Provide professional, service-oriented support to vendors and internal stakeholders, reinforcing strong business relationships.