Summary of ResponsibilitiesThe 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 FunctionsManage the process of the accounts payable invoices by AP analysts and internsOptimize the account payable function by proposing and implementing new processesDistribute to project managers or appropriate corporate personnel for approvalMaintain 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 obtainedAssist the project managers with questions about invoices and payments on subs and suppliers on their jobsGenerate 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 approvalOn a bi-weekly basis, review the approved employee expense reimbursements from Concur and enter in SAP for paymentResolve Concur admin tasks for USA and Canada, provide support to employee questionsDownload invoices from portal to ensure completenessCheck for proper sales tax charges (Master different tax requirements throughout US, Canada and Mexico)Check for proper approval of returned invoicesEnter "on demand/daily/weekly" invoices, including employee expense reimbursements from concur, into SAPReview open A/P to propose what should be paid on the by-weekly payment batch and approve by assistant controllerSet up monthly and quarterly recurring invoice payments in payment file for US, Canada and MexicoField phone calls from subcontractors and vendors about paymentsPosition RequirementsCritical thinking, problem solving, and judgment and decision making abilities.Ability to work in a team environment as well as independently and be self-drivenAbility to meet deadlines and work well under pressureExcellent interpersonal and organizational skillsExcellent computer skills in a Microsoft Windows environmentProven leadership skills and time managementQualifications and ExperienceAssociate degree in Finance/Accounting/Business administration3 to 5 years' experience in accounts payableProven capabilities in multi-tasking, problem-solving, and prioritizing workloadsA minimum of 1 year experience as team managementAbility to do process optimizationLanguageEnglish: Fluent, spoken and writtenSpanish#J-18808-Ljbffr