Accounts Payable Coordinator

We are seeking a highly organized and detail-oriented Accounts Payable Coordinator to support the day-to-day monitoring, data collection, recordkeeping, communication, and reporting needs of our Accounts Payable operations.
This position will focus heavily on monitoring AP email correspondence, collecting and entering invoice and vendor information, maintaining accurate records, tracking outstanding items, and ensuring necessary follow-ups are completed. The ideal candidate is comfortable managing a high volume of emails and information while maintaining detailed records of what has been received, what is still needed, who is responsible for the next step, and what requires follow-up.
The Accounts Payable Coordinator will work closely with and provide regular support to the CEO and current Accounts Payable Specialist. This role will also communicate frequently with managers and team members across departments to obtain invoice approvals, supporting documentation, payment information, and responses needed to move invoices through the AP process.
While familiarity with accounts payable is helpful, this role is primarily focused on administrative coordination, email monitoring, data entry and collection, documentation, communication, and reporting, rather than independently making payment decisions or executing payments.

Monitor and manage the Accounts Payable email inbox throughout the day, identifying new invoices, vendor requests, statements, payment inquiries, approvals, and other AP-related correspondence.

Collect, enter, and maintain invoice and vendor information within AP trackers, reports, and internal records.
Download, organize, name, link, and properly file invoices and supporting documentation.
Maintain accurate records of invoice numbers, invoice dates, due dates, balances, payment statuses, vendor information, approvals, and other required data.
Coordinate with departments and managers to obtain approval for invoices and confirm services, purchases, or orders before invoices are scheduled for payment.
Track outstanding approvals and follow up with the appropriate internal contacts when responses have not been received.

Communicate with vendors regarding invoices, statements, account balances, missing documentation, payment-status inquiries, and other routine AP matters.
Maintain detailed notes regarding communications, outstanding requests, responses received, follow-up attempts, and next steps.
Identify missing invoices, discrepancies, credits, duplicate charges, missing approvals, or incomplete documentation requiring additional research or follow-up.

Update AP records as new information, approvals, invoices, or payment information is
received.
Provide the CEO and Accounts Payable Specialist with accurate, organized, and current
AP information and reporting as requested.
Prepare and maintain recurring weekly and monthly AP reports.
Compile information regarding outstanding balances, upcoming payment requirements,
vendor accounts, and other AP obligations.
Create custom reports and data breakdowns as requested by the CEO, AP Specialist, or
management.
Maintain supporting documentation and links so information within AP reports can be
easily reviewed and verified.
Escalate payment concerns, vendor issues, discrepancies, overdue approvals, and
time-sensitive matters to the appropriate team member.
Maintain organized historical records of invoices, payments, approvals, vendor
correspondence, and AP activity.
Serve as a central point of coordination between Accounts Payable and other
departments, helping ensure invoices and requests continue moving through the
appropriate internal process.

Reporting & Role Structure
The Accounts Payable Coordinator will work closely with the CEO and current Accounts
Payable Specialist and will regularly communicate with other departments throughout the
organization.
A significant part of this position is ensuring that the appropriate people have the information
they need and that outstanding requests are followed through to completion. This may include
requesting invoice approval from department managers, obtaining missing documentation,
following up on unanswered requests, researching invoice information, and communicating
updates back to AP leadership.
The Coordinator will support the organization and administration of the AP process but will not
independently make final payment decisions. Payment authorization and execution will remain
with the appropriate members of management.

The ideal candidate is extremely organized, detail-oriented, communicative, and comfortable
managing a high volume of emails, documents, and data. This person should be able to
independently monitor incoming information, accurately enter and organize data, and maintain a
clear understanding of what has been completed, what remains outstanding, and who needs to
be contacted to move an item forward.

Strong follow-through is especially important. We are looking for someone who will notice when
information or approval is missing, recognize when someone has not responded, and
proactively follow up until the necessary information is received.
Because this position works closely with the CEO, Accounts Payable, vendors, and multiple
internal departments, the ideal candidate should also be professional and confident
communicating with people at different levels of the organization.