Accounts Payable Coordinator

Description:

JOB SUMMARY

The Accounts Payable Coordinator is responsible for the accurate and timely processing of invoices, vendor payments, and expense documentation for a multispecialty surgical clinic and related entities. This role ensures compliance with internal controls, contractual obligations, and financial policies while maintaining strong vendor relationships and supporting efficient financial operations. The Accounts Payable Coordinator works collaboratively with department managers and leadership to ensure expenses are properly authorized, coded, and recorded to support accurate financial reporting.

RESPONSIBILITIES

Accounts Payable Processing

• Review, verify, and process invoices for accuracy, appropriate approvals, and proper documentation.
• Match invoices with purchase orders, receiving documentation, and contractual terms.
• Code invoices to the correct general ledger accounts and cost centers.
• Enter invoices into the accounting system with accuracy and timeliness.
• Prepare and process check runs, ACH payments, and electronic vendor payments.
• Ensure timely payment of obligations while optimizing cash flow and vendor terms.

Vendor Management

• Establish and maintain vendor files, including W-9 documentation and payment terms.
• Communicate with vendors regarding invoice discrepancies, payment status, and account inquiries.
• Maintain positive vendor relationships and resolve issues promptly.
• Monitor vendor statements and reconcile outstanding balances.

Expense & Documentation Management

• Verify proper authorization and supporting documentation for expenses.
• Process employee expense reimbursements in accordance with organizational policy.
• Maintain organized digital and physical records for audit and compliance purposes.
• Ensure compliance with IRS requirements including 1099 tracking and reporting support.

Financial Controls & Compliance

• Ensure adherence to internal controls, financial policies, and regulatory requirements.
• Assist with month-end closing processes, including accruals and reconciliation support.
• Support audit requests by providing documentation and reports as needed.
• Maintain confidentiality of financial and sensitive information.

Collaboration & Operational Support

• Work collaboratively with department managers to resolve invoice and purchasing issues.
• Assist with purchasing coordination and tracking when applicable.
• Identify opportunities to improve AP processes and efficiency.
• Support special projects and additional finance duties as assigned.

Requirements:

QUALIFICATIONS

Education

• High school diploma or equivalent required.
• Associate’s degree in accounting, Finance, or Business preferred.

Experience

• Minimum of 2 years of accounts payable or general accounting experience required.
• Healthcare or multi-entity accounting environment experience preferred.
• Experience with accounting software and electronic invoice processing systems is preferred.

Knowledge & Skills

• Understanding of accounts payable processes and basic accounting principles.
• Strong attention to detail and accuracy.
• Ability to manage multiple deadlines and priorities.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Strong organizational and recordkeeping skills.
• Effective communication and customer service skills.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Ability to review detailed financial documents and computer screens for extended periods.
• Manual dexterity to operate office equipment.
• Ability to occasionally lift files and office materials up to 15 pounds.
• Ability to communicate effectively in person, by phone, and electronically.