Accounts Payable Coordinator

The Polo Club of Boca Raton•Boca Raton, FL

1d•Onsite

About The Position

Responsible for the accurate and timely processing of all invoices and payments of related transactions. This role involves reviewing invoices for proper authorization, General Ledger (G/L) coding, and vendor number, ensuring all invoices are coded correctly. The coordinator will enter invoices into the Accounts Payable system for timely vendor payments, including taking appropriate discounts. They will also prepare and distribute checks, maintain a check log, and set up vendors for ACH payments. Additionally, this position is responsible for preparing and printing 1099 reports, maintaining Accounts Payable files, and handling vendor inquiries. The role includes preparing letters for credit balances, performing month-end closing for Accounts Payable to generate financial statement reports, and communicating professionally with members, co-workers, management, and the public. The Accounts Payable Coordinator must conform to all regulations, policies, and procedures, and maintain a professional demeanor to represent the organization positively. Other duties may be assigned by the CFO.

Requirements

Knowledge of office procedures.
Must be detail oriented and well organized.
Ability to analyze data and prepare reports.
Must be trustworthy and possess strong integrity.
Ability to verbally communicate well in English and in writing.
Ability to understand and carry out verbal and written instructions in English.
Ability to interact professionally and maintain effective working relationships with superiors, co-workers and members.
Must be able to multi-task and work in a fast paced environment.
Ability to communicate well in English.
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
Ability to write routine reports and correspondence.
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
Ability to compute rate, ratio, and percent.
Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
Ability to deal with problems involving a few concrete variables in standardized situations.
Intermediate knowledge of Word Processing software.
Intermediate knowledge of Spreadsheet software.
Intermediate knowledge of Accounts Payable software.
Intermediate knowledge of Internet software.

Responsibilities

Reviews invoices for proper authorization, General Ledger (G/L) coding and vendor number and ensures that all invoices are coded properly.
Enters all invoices into the Accounts Payable system to ensure the vendors are paid on a timely basis with the appropriate discount taken.
Prepares checks and distributes and mails them in a timely manner.
Maintains check log to account for voided checks, manual checks and weekly computer check run.
Sets-up vendors for ACH payments.
Prepares and prints reports for 1099 misc. and 1099 B.
Maintains all Accounts Payable files including invoices to be paid, paid invoices, W-9’s for 1099 purposes, Certificates of Insurance and computer generated reports.
Answers phone inquiries from vendors regarding our account and assists Club personnel with processing the invoices for their departments.
Prepares letters regarding credit balances on vendor’s account to recover all outstanding credits.
Performs Accounts Payable month end closing to generate reports to complete financial statements.
Communicates with members, co-workers, management and the general public in a courteous and professional manner.
Conforms with and abides by all regulations, policies, work procedures and instructions.
Exhibits and maintains a professional demeanor to reflect a positive image of The Polo Club.
Performs other duties as assigned by the CFO.