AP and Expense Coordinator

AP and Expense Coordinator

Location New York

Job Code 132

Position: AP and Expense Coordinator

Studio/Department: Accounting

Rockwell Group, an award-winning architecture and multi-disciplinary design firm, seeks a Studio Billing Coordinator with experience for a fast-paced environment. Superb Communication and organizational skills required.

Main responsibilities include:

• Accounts Payables

o Assisting with coordinating and gathering approved vendor/consultant invoices for processing

o Invoice processing- receive, review, and enter approved vendor invoices per payment terms (weekly)

o Help with Vendor management- ensuring vendor record and banking information is current

o Schedule and process payments, including checks, electronic transfers, and ACH

o Monitor payment schedules to ensure timely disbursements and avoid late fees

o Address and resolve payment discrepancies and issues with vendors

• Corporate Credit Card Program Administration: (Monthly and Weekly)

o Format Deltek Vantagepoint uploads, ensuring the control total reconciles with the statement balance.

o Send monthly emails to cardholders notifying them that charges are ready to be reconciled in Vision, with a completion deadline of 5-7 days.

o Follow up with cardholders who have not submitted their reports by the indicated deadline.

o Review submitted corporate credit card expense reports

o Coordinate with card issuers to dispute unauthorized charges, investigate anomalies, and flag suspicious activity

• Expense Review (Weekly)

o Audit employee expense reports (verifying the correct usage of categories, phases, accounts, etc.)

o validate receipts

o Enforce travel and entertainment (T&E) policy compliance ( company and project)

o Policy Enforcement & Training: Educate staff on expense workflows, handle policy violations, and manage exception approval processes

• Billing- (Reimbursable)

o Work with fee billers on monthly basis to capture all Project related expenses( receipts, travel bookings and vendor invoices) by monthly deadline

o Client Billing : creating, sending, revising invoices to the client as needed

o Ensure that all billed costs match client contracts, project budgets, and corporate policies

o Dispute Resolution: Answer client billing questions and fix invoice errors

o Track payment status, follow up on unpaid balances, and reconcile accounts

Qualifications:

• Associate or bachelor’s degree in accounting, finance, or business administration
• 2+ years experience working in accounting, T&E management, or corporate card administration
• Proficiency in Microsoft Excel (VLOOKUPs, Pivot Tables) required, experience working with vantagepoint or other ERP/expense software (SAP, Oracle, Concur) a plus
• High ethical standards with discretion with sensitive data
• Strong interpersonal communication skills
• Sharp attention to detail

General Information:

This is a Full Time – In Studio position. Salary is commensurate with qualifications and experience ranging from $65,000 to $75,000.

Rockwell Group is an equal opportunity employer committed to a diverse, equitable, and inclusive workplace. Women, minorities, individuals with disabilities, and veterans are encouraged to apply.