AP - AR Coordinator

EOS•Hilton Head Island, SC

About The Position

This position plays a critical role in maintaining strong vendor relationships as well as providing good customer service to group contacts and in-house guests. Key Responsibilities AP Automation System Utilization Utilize an AP automation and invoice management system to process vendor invoices digitally Support vendors with electronic invoice submission through a vendor portal when applicable Run weekly check run and scheduled payment cycles in accordance with company policies and approval protocols Recurring Invoices & Period Accuracy Ensure all recurring invoices (utilities, service contracts, subscriptions, maintenance, and other scheduled expenses) are consistently recorded and tracked each month Ensure invoices are recorded in the proper accounting period, supporting accurate month-end cut-off and accrual processes Review vendor statements and identify missing invoices and coordinate with vendors or internal departments to ensure completeness of expenses Complete credit applications on new vendors where credit is being requested Maintain and order office supplies as needed for the department Reconciliations & Accuracy Maintain accurate AP aging and support month-end closing procedures Assist with vendor onboarding 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 Purchasing, 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 Group & Direct Billing Prepare, compile, and issue accurate group bills and master account invoices in accordance with contract terms and internal policies Ensure all supporting documentation (banquet event orders, folios, backup reports, contracts) is properly attached and organized Submit final group bills for internal review and approval prior to release to clients Deposits & Payment Processing Post and track timely deposits for group and individual accounts Monitor deposit schedules and ensure compliance with contractual requirements Apply payments accurately to the appropriate accounts and folios Accounts Receivable & Aging Management Maintain and monitor accounts receivable aging reports Identify past due balances and follow up with clients and internal stakeholders Conduct monthly credit meetings with key stakeholders and follow up on outstanding issues. Assist with month-end closing tasks

Requirements

1–3 years of Accounts Payable, Accounts Receivable or finance-related experience; hospitality experience preferred
Understanding of general accounting principles
High attention to detail and accuracy
Understanding of AP & AR workflows and internal control standards

Responsibilities

Utilize an AP automation and invoice management system to process vendor invoices digitally
Support vendors with electronic invoice submission through a vendor portal when applicable
Run weekly check run and scheduled payment cycles in accordance with company policies and approval protocols
Ensure all recurring invoices (utilities, service contracts, subscriptions, maintenance, and other scheduled expenses) are consistently recorded and tracked each month
Ensure invoices are recorded in the proper accounting period, supporting accurate month-end cut-off and accrual processes
Review vendor statements and identify missing invoices and coordinate with vendors or internal departments to ensure completeness of expenses
Complete credit applications on new vendors where credit is being requested
Maintain and order office supplies as needed for the department
Maintain accurate AP aging and support month-end closing procedures
Assist with vendor onboarding 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 Purchasing, 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
Prepare, compile, and issue accurate group bills and master account invoices in accordance with contract terms and internal policies
Ensure all supporting documentation (banquet event orders, folios, backup reports, contracts) is properly attached and organized
Submit final group bills for internal review and approval prior to release to clients
Post and track timely deposits for group and individual accounts
Monitor deposit schedules and ensure compliance with contractual requirements
Apply payments accurately to the appropriate accounts and folios
Maintain and monitor accounts receivable aging reports
Identify past due balances and follow up with clients and internal stakeholders
Conduct monthly credit meetings with key stakeholders and follow up on outstanding issues
Assist with month-end closing tasks