Summary of Responsibilities
The Primary responsibilities of the Accounts Payable Coordinator include managing the A/P invoice flow through the office from incoming mail, inputting invoices into A/P, selecting invoices currently due for payment, and resolving vendor issues. Duties also include ensuring W-9s are obtained for all vendors, managing the year-end 1099 process, and monitoring concur system for employee expense approvals. This position requires a large degree of attention to detail, as we have a large amount of vendors throughout US, Canada and Mexico.
Essential Job Functions
- Manage the process of the accounts payable invoices by AP analysts and interns
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Optimize the account payable function by proposing and implementing new processes
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Distribute to project managers or appropriate corporate personnel for approval
- Maintain the vendor master file, ensuring all credentials are up-to-date, ensuring all new vendors submit a W-9, so that correct Tax ID and addresses and phone numbers for vendors are obtained
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Assist the project managers with questions about invoices and payments on subs and suppliers on their jobs
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Generate an open A/P report for all outstanding invoices to be reviewed by assistance controller to ensure payments are being processed timely.
- Create payments in the bank portals and submit for approval
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On a bi-weekly basis, review the approved employee expense reimbursements from Concur and enter in SAP for payment
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Resolve Concur admin tasks for USA and Canada, provide support to employee questions
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Download invoices from portal to ensure completeness
- Check for proper sales tax charges (Master different tax requirements throughout US, Canada and Mexico)
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Check for proper approval of returned invoices
- Enter 'on demand/daily/weekly' invoices, including employee expense reimbursements from concur, into SAP
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Review open A/P to propose what should be paid on the by-weekly payment batch and approve by assistant controller
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Set up monthly and quarterly recurring invoice payments in payment file for US, Canada and Mexico
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Field phone calls from subcontractors and vendors about payments
Position Requirements
- Critical thinking, problem solving, and judgment and decision making abilities.
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Ability to work in a team environment as well as independently and be self-driven
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Ability to meet deadlines and work well under pressure
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Excellent interpersonal and organizational skills
- Excellent computer skills in a Microsoft Windows environment
- Proven leadership skills and time management
Qualifications and Experience
- Associate degree in Finance/Accounting/Business administration
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3 to 5 years’ experience in accounts payable
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Proven capabilities in multi-tasking, problem-solving, and prioritizing workloads
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A minimum of 1 year experience as team management
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Ability to do process optimization
Language
- English: Fluent, spoken and written
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Spanish
