Accounts Payable Coordinator

Whole Person Care Clinic•Santa Ana, CA

About The Position

The Accounts Payable Coordinator is responsible for supporting the full accounts payable cycle for NHHA and its affiliated nonprofit partners. This position ensures vendor invoices, employee reimbursements, credit card transactions, purchase orders, and other payment obligations are accurately reviewed, coded, approved, recorded, reconciled, and processed in a timely manner. The Accounts Payable Coordinator serves as a key liaison between Accounting, operational departments, leadership, vendors, and suppliers to resolve discrepancies, maintain accurate vendor records, and ensure compliance with company policies, funding requirements, and established internal controls. The position also supports weekly payment processing, vendor statement reconciliations, A/P aging, month-end and year-end close activities, audit preparation, expense monitoring, and continuous improvement of accounts payable processes across multiple business lines, programs, departments, and funding sources.

Requirements

Bachelor's degree or equivalent experience in accounting, finance, business, or a related field.
3+ years of accounts payable, accounting, or related finance experience; experience in a multi-entity, nonprofit, healthcare, or grant-funded environment preferred.
Working knowledge of the full accounts payable cycle, including invoice processing, vendor maintenance, payment processing, reconciliations, and month-end close support.
Experience with accounting/ERP systems and accounts payable platforms; ability to learn new financial systems quickly.
Proficiency in Microsoft Office Suite, particularly Excel, Outlook, and Word.
Strong understanding of general ledger coding, expense allocation, and basic accounting principles.
Excellent organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
Strong communication and interpersonal skills with a service-oriented approach to internal teams and vendors.
Strong attention to detail, accuracy, confidentiality, and follow-through.
Ability to research discrepancies, identify root causes, and resolve issues independently.
Ability to work effectively in a fast-paced, multi-entity environment both independently and as part of a team.
Passion for the healthcare and housing industries and commitment to NHHA's mission.
Enhance the culture of NHHA through a positive attitude, strong communication skills, accountability, and teamwork.

Responsibilities

Develop and maintain strong relationships with internal and external business partners, stakeholders, vendors, and suppliers.
Serve as a primary point of contact for vendor inquiries regarding invoices, payment status, discrepancies, and account balances.
Manage and monitor the NHHA Accounts Payable (A/P) email inbox daily, ensuring requests and invoices are addressed timely.
Receive, review, code, and process vendor invoices for accuracy, completeness, appropriate documentation, and proper authorization.
Verify appropriate general ledger coding, department, program, project, location, and funding source allocation prior to processing invoices.
Perform three-way matching of purchase orders, invoices, and receiving documentation when applicable.
Route invoices through the appropriate approval workflow and follow up on outstanding approvals to prevent payment delays.
Enter vendor invoices, credit memos, card transactions, employee reimbursements, and other payable transactions into the A/P platform and financial ERP system.
Review invoices for duplicate submissions, incorrect amounts, missing documentation, and other discrepancies prior to payment.
Prepare and process scheduled payment runs, including ACH, checks, electronic payments, and other approved payment methods.
Review payment batches for accuracy and ensure required approvals are obtained before payments are released.
Create new vendor profiles and maintain accurate vendor records, including payment terms, remittance information, W-9 documentation, addresses, and other required information.
Process vendor changes in accordance with internal controls and established procedures.
Verify vendor documentation and assist with maintaining accurate information required for annual 1099 reporting.
Reconcile vendor statements to the accounts payable ledger and investigate outstanding invoices, credits, unapplied payments, and discrepancies.
Research and resolve invoice, purchase order, payment, and vendor account discrepancies in a timely manner.
Monitor outstanding accounts payable balances and prepare weekly A/P aging and outstanding-payment reports for accounting leadership.
Complete weekly outstanding A/P summary and reconciliation to the financial ERP.
Assist with month-end and year-end close activities, including A/P reconciliations, accrual identification, outstanding invoice review, and cutoff procedures.
Identify invoices received for goods or services incurred but not yet recorded and communicate potential accruals to accounting.
Reconcile the accounts payable subledger to the general ledger and research discrepancies as assigned.
Monitor recurring invoices and payment obligations to help ensure timely payment and avoid late fees, service interruptions, or duplicate payments.
Process employee expense reimbursements and verify compliance with company reimbursement policies and required supporting documentation.
Review company credit card transactions and supporting receipts and assist with monthly credit card reconciliations.
Ensure A/P transactions comply with internal accounting policies, funding requirements, contractual requirements, and established approval authorities.
Maintain complete and organized electronic A/P files, invoices, approvals, payment confirmations, vendor documentation, and supporting records.
Provide documentation and support for internal reviews, financial audits, funder audits, and other compliance requests.
Assist with annual 1099 preparation, vendor reporting, and year-end accounts payable activities.
Maintain appropriate segregation of duties and follow established internal controls throughout the accounts payable process.
Monitor payment terms and identify opportunities to capture available discounts and avoid unnecessary late fees or penalties.
Assist Accounting leadership with cash-disbursement reporting and upcoming payment requirements.
Coordinate with departments and program leaders to ensure invoices are charged to the appropriate business line, program, department, grant, or funding source.
Support accounts payable activities across NHHA and affiliated nonprofit partners while maintaining accurate separation and allocation of expenses between entities.
Assist in monitoring and controlling company expenses related to accounts payable.
Identify opportunities to improve A/P workflows, documentation, controls, processing times, procurement processes, and overall efficiency.
Develop cost-saving initiatives throughout the procurement and accounts payable processes.
Assist with procurement activities, purchase orders, and vendor management as needed.
Perform other accounting and accounts payable duties as assigned by the Director of Accounting.