Sr. Accounts Payable Coordinator

Winebow•Glen Allen, VA

11d•$31 - $34

About The Position

The Sr. Accounts Payable Coordinator supports accounts payable operations across all Winebow entities, processing invoices and payments, resolving vendor and internal inquiries, reconciling supplier accounts, and supporting cash planning and financial close. The role prepares payment runs and vendor documentation for the Accounts Payable Manager’s review and release, while following segregation-of-duties controls and required banking-change verification procedures. The position also trains and cross-trains Accounts Payable Coordinators, helps balance workloads, and may act for the Accounts Payable Manager within delegated authority during their absence. Alongside supervisory responsibilities, the role maintains a full workload of day-to-day accounts payable tasks and contributes to process improvements and automation. The position works in a normal office environment. Overtime may be required during close and peak payment weeks.

Requirements

3–5 years of progressive accounts payable experience in a high-volume, multi-entity environment, including experience training or leading other AP staff.
ERP proficiency.
Intermediate-to-advanced Microsoft Excel skills, including pivot tables and lookups.
Working knowledge of W-9 requirements and AP internal controls, including segregation of duties and callback verification.
Effective verbal and written communication skills.
Strong organization and attention to detail, ability to prioritize and work with limited direction, and excellent interpersonal skills across a large team.

Nice To Haves

Bachelor’s degree in Accounting, Finance, or a related field.
Experience in the distribution or beverage-alcohol industry.
Microsoft Dynamics 365 Business Central / NAV experience.
Power Query experience.
Experience with Emburse Certify or Concur.

Responsibilities

Manage the daily invoice pipeline across Winebow entities, including shared AP mailboxes and supplier portals, uploading invoices and credit memos for manager approval and GL coding, verifying approved amounts and supporting documents, and posting invoices within vendor terms.
Resolve invoice exceptions at their root and serve as the first point of escalation for vendor inquiries and internal questions.
Prepare the weekly proposed payment run using the AP aging and Treasury cash guidance for the Accounts Payable Manager’s review and release; issue check and EFT payments after dual release and file payment registers.
Provide payment-plan inputs for the weekly Projected Cash for Supplier AP process.
Perform monthly statement reconciliations for high-volume suppliers and resolve unapplied payments.
Document and match deductions, debit memos, credits, and claim offsets so open credits are applied against open liabilities before payment.
Prepare vendor onboarding and change packages, including W-9/TIN validation and bank-detail verification, for the Accounts Payable Manager’s approval.
Independently complete callback verification for every vendor banking-detail change; do not release payments to changed banking details without a completed callback.
Process factoring and assignment notices and payment redirects in accordance with procedures, coordinating with the Accounts Payable Manager, Legal, and Treasury.
Prepare the weekly AP aging review package for the Accounts Payable Manager and Treasury; distribute the bi-weekly aging-of-approvals report and follow up on open approvals.
Monitor past-due invoices weekly to minimize late fees and protect vendor relationships.
Support month-end and fiscal year-end close, including subledger-to-GL tie-outs, received-not-invoiced and open card-cycle accrual listings, and the June fiscal year-end cutoff calendar.
Maintain a complete W-9 file and support year-end reporting.
Follow segregation-of-duties requirements by preparing but never releasing payments; maintain AP desk procedures and SOPs and prepare audit support on schedule.
Train Accounts Payable Coordinators on processes and procedures, cross-train for coverage, and help balance workloads.
Act for the Accounts Payable Manager in their absence within delegated authority, including payment-run preparation, approval routing, and escalations.
Identify and document process improvements and support invoice-capture and approval-workflow automation with the Accounts Payable Manager, Treasury, and IT.
Provide customer service to internal and external customers, assist teammates, arrive on time, meet goals and objectives, generate standard reports as needed, and perform additional assigned duties.