Accounts Payable Coordinator STL

Position Summary

The Accounts Coordinator is responsible for supporting the accounting department through payroll preparation, accounts payable processing, cost analysis, data management, and a variety of administrative accounting functions. This position plays a critical role in maintaining accurate financial records, supporting operational efficiency, and ensuring the timely processing of payroll and vendor payments. The Accounts Coordinator works closely with internal teams to ensure financial accuracy, compliance, and the smooth day-to-day operation of accounting processes.

The ideal candidate is detail-oriented, analytical, and highly organized, with strong communication and problem-solving skills. This individual must be capable of managing multiple priorities while maintaining a high level of accuracy, professionalism, and confidentiality.

Essential Duties and Responsibilities

Payroll Preparation

• Prepare payroll documentation and verify payroll data for accuracy and completeness.
• Review and calculate commissions, bonuses, and incentive payments.
• Coordinate with management regarding payroll discrepancies and necessary adjustments.
• Ensure payroll documentation is submitted within required deadlines.

Accounts Payable

• Review and process vendor invoices and payments.
• Match invoices to purchase orders, contracts, and supporting documentation.
• Verify pricing accuracy and resolve discrepancies with vendors and internal departments.
• Assist with month-end accounts payable reconciliations.
• Work collaboratively with internal departments to ensure accounts payable issues are resolved accurately and efficiently.

Cost Analysis

• Analyze project costs for accuracy and completeness.
• Review job costing information and identify discrepancies.
• Prepare reports and recommendations based on cost analysis findings.
• Assist management in monitoring project profitability and cost performance.

Data Analysis and Project Folder Closeouts

• Review completed project folders for accuracy and completeness.
• Perform folder closeout audits to ensure all required documentation has been received.
• Identify missing documentation and coordinate with departments to obtain required information.
• Analyze project data and assist with reporting initiatives.
• Maintain accurate project records and databases.

Data Entry and Administrative Support

• Enter financial and operational data into company systems.
• Maintain accurate accounting records and documentation.
• Assist with report generation and data validation.
• Support departmental projects and process improvement initiatives.
• Perform general administrative duties as assigned.
• Assist with month-end and year-end accounting close procedures.
• Support monthly financial close activities by reviewing transactions, reconciling information, and ensuring supporting documentation is complete.
• Assist the Accounting Department in meeting monthly close deadlines and reporting requirements.

Communication and Collaboration

• Communicate professionally with employees, managers, vendors, and customers.
• Collaborate with multiple departments to resolve accounting and operational issues.
• Provide timely updates regarding payroll, accounts payable, and project closeout status.
• Assist in developing and improving departmental procedures.

Knowledge, Skills, and Abilities

• Strong understanding of accounting principles and financial processes.
• Experience with payroll preparation and accounts payable procedures.
• Excellent analytical and problem-solving skills.
• Strong attention to detail and accuracy.
• Advanced proficiency in Microsoft Excel and Microsoft Office applications.
• Ability to prioritize workload and meet deadlines in a fast-paced environment.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality of sensitive financial and employee information.
• Experience with Sage Intacct or similar ERP/accounting software preferred.