Accounts Payable Coordinator

A & Associates•Little Torch Key, FL

About The Position

A & Associates is a reputable staffing agency with a proven track record in screening and recruiting as well as job placement and career development. With more than ten (10) offices throughout the United States, A & Associates is a company that can be trusted to provide a diverse level of services with excellence, diligence, and integrity. “Quality In Everything We Do” is far more than our mantra, it is our standard!! Explore a career with A & Associates, one of the leading providers for temporary, temp-to-hire, permanent placement services and security guard services. Currently, one of our clients is seeking an Accounts Payable professional to add to its Fiscal team. Candidate must possess a minimum of 3 years of Accounts Payable, Bookkeeping and accounting experience Position Reports to: Accounting Manager

Requirements

1–3 years of Accounts Payable or finance-related experience; hospitality experience preferred.
High attention to detail and accuracy.
Understanding of general accounting principles.
Understanding of AP workflows and internal control standards
Excellent communication skills and professional demeanor
Ability to prioritize tasks and meet deadlines
Proficiency in Microsoft Office (especially Excel) and accounting software

Nice To Haves

Acumatica A/P software or similar system experience highly preferred

Responsibilities

Use an AP invoice management system to enter and code vendor invoices
Verify that purchasing procedures are followed, i.e.: purchase order price compared to invoice price, purchase order quantity compared to invoice quantity, ensure that the purchase order number is valid
Support vendors with electronic invoice submission through a vendor portal when applicable
Run and manage weekly check runs and scheduled payments
Ensure all recurring invoices (utilities, service contracts, subscriptions, maintenance, and other scheduled expenses) are consistently recorded and tracked each month
Verify that recurring vendor charges are complete, accurate, and in line with contractual agreements
Ensure invoices are recorded in the proper accounting period, supporting accurate month-end cut-off and accrual processes
Identify missing invoices and coordinate with vendors or internal departments to ensure completeness of expenses
Reconcile vendor statements and investigate discrepancies
Monitor unmatched or disputed invoices and follow up for resolution
Maintain accurate AP aging and support month-end closing procedures
Ensure new vendors are set up consistent with policy, including W-9 collection and documentation requirements
Ensure compliance with internal controls and accounting policies
Maintain organized records for audit and financial review purposes
Coordinate with Receiving, Operations, and Department Heads to resolve invoice issues
Support CapEx and FF&E invoice tracking as required
Assist with audit requests and special projects as assigned
Willingness and ability to cross train in other functions as needed and to cover other's time off