*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
- optimize the account payable function by proposing and implementing new processes
- 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
- assist the project managers with questions about invoices and payments on subs and suppliers on their jobs
- 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
- on a bi-weekly basis, review the approved employee expense reimbursements from concur and enter in sap for payment
- resolve concur admin tasks for usa and canada, provide support to employee questions
- download invoices from portal to ensure completeness
- check for proper sales tax charges (master different tax requirements throughout us, canada and mexico)
- check for proper approval of returned invoices
- enter 'on demand/daily/weekly' invoices, including employee expense reimbursements from concur, into sap
- review open a/p to propose what should be paid on the by-weekly payment batch and approve by assistant controller
- set up monthly and quarterly recurring invoice payments in payment file for us, canada and mexico
- field phone calls from subcontractors and vendors about payments
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*position requirements*
- critical thinking, problem solving, and judgment and decision making abilities.
- ability to work in a team environment as well as independently and be self-driven
- ability to meet deadlines and work well under pressure
- 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
- 3 to 5 years' experience in accounts payable
- proven capabilities in multi-tasking, problem-solving, and prioritizing workloads
- a minimum of 1 year experience as team management
- ability to do process optimization
*language*
- english: fluent, spoken and written
- spanish