Accounts Payable Coordinator

Whole Person Care Clinic•Santa Ana, CA

42d•$28 - $30

About The Position

The Accounts Payable Coordinator supports the full accounts payable cycle for NHHA and its affiliated nonprofit partners. The role ensures vendor invoices, employee reimbursements, credit card transactions, purchase orders, and other payment obligations are reviewed, coded, approved, recorded, reconciled, and processed accurately and promptly. The coordinator liaises with Accounting, operational departments, leadership, vendors, and suppliers to resolve discrepancies, maintain vendor records, and support compliance with company policies, funding requirements, and internal controls. The position supports weekly payment processing, vendor statement reconciliations, A/P aging, month- and year-end close activities, audit preparation, expense monitoring, and improvements to accounts payable processes across multiple business lines, programs, departments, and funding sources. The coordinator also supports procurement activities and expense control as needed, and performs other accounting and accounts payable duties assigned by the Director of Accounting.

Requirements

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

Nice To Haves

Experience in a multi-entity, nonprofit, healthcare, or grant-funded environment.

Responsibilities

Develop and maintain relationships with internal and external business partners, stakeholders, vendors, and suppliers.
Serve as a primary contact for vendor questions about invoices, payment status, discrepancies, and account balances.
Manage the NHHA Accounts Payable email inbox daily and address requests and invoices in a timely manner.
Receive, review, code, and process vendor invoices for accuracy, completeness, documentation, and authorization.
Verify general ledger coding and allocation to the appropriate department, program, project, location, and funding source.
Perform three-way matching of purchase orders, invoices, and receiving documentation when applicable.
Route invoices through approval workflows and follow up on outstanding approvals.
Enter invoices, credit memos, card transactions, employee reimbursements, and other payable transactions into the A/P platform and financial ERP system.
Review invoices for duplicates, incorrect amounts, missing documentation, and other discrepancies.
Prepare and process scheduled payment runs, including ACH, checks, electronic payments, and other approved methods.
Review payment batches for accuracy and required approvals before releasing payments.
Create vendor profiles and maintain vendor records, including payment terms, remittance information, W-9 documentation, and addresses.
Process vendor record changes in accordance with internal controls and procedures.
Verify vendor documentation and help maintain information required for annual 1099 reporting.
Reconcile vendor statements to the A/P ledger and investigate outstanding invoices, credits, unapplied payments, and discrepancies.
Research and resolve invoice, purchase order, payment, and vendor account discrepancies.
Monitor outstanding A/P balances and prepare weekly aging and outstanding-payment reports for accounting leadership.
Complete weekly outstanding A/P summaries and reconcile them to the financial ERP.
Assist with month-end and year-end close, including A/P reconciliations, accrual identification, outstanding invoice review, and cutoff procedures.
Identify invoices for goods or services already incurred but not recorded and communicate potential accruals to Accounting.
Reconcile the A/P subledger to the general ledger and research discrepancies as assigned.
Monitor recurring invoices and payment obligations to support timely payment and prevent late fees, service interruptions, and duplicate payments.
Process employee reimbursements and verify compliance with reimbursement policies and supporting-documentation requirements.
Review company credit card transactions and receipts and assist with monthly credit card reconciliations.
Ensure A/P transactions comply with internal policies, funding and contractual requirements, and approval authorities.
Maintain 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 compliance requests.
Assist with annual 1099 preparation, vendor reporting, and year-end A/P activities.
Maintain segregation of duties and follow established internal controls.
Monitor payment terms and identify opportunities to capture discounts and avoid late fees or penalties.
Assist Accounting leadership with cash-disbursement reporting and upcoming payment requirements.
Coordinate with departments and program leaders to allocate invoices to the correct business line, program, department, grant, or funding source.
Support A/P 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 efficiency.
Develop cost-saving initiatives in procurement and accounts payable.
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.