Accounts Payable Coordinator

Job Summary
As an Accounts Payable Coordinator, you play a pivotal role in ensuring the smooth financial operations of the organization. Your responsibilities include overseeing the processing of invoices, managing vendor payments, and maintaining accurate financial records. You collaborate closely with internal departments and external vendors to resolve discrepancies and ensure compliance with company policies and procedures. Your attention to detail and analytical skills are essential as you reconcile accounts and identify opportunities for process improvements. With your proactive approach and dedication to accuracy, you contribute to the efficiency and effectiveness of the accounts payable function, enabling the organization to meet its financial obligations in a timely manner.

Responsibilities

·         Invoice and Payment Processing

o   Review and approve all invoices in accordance with company policy before payment release, adhering to guidelines and protocols.

o   Process invoices by matching them against received purchase orders (PO) in the accounting system, ensuring accuracy and compliance with tolerance guidelines. Address any variances as needed.

o   Manage credit memos by matching them against corresponding negative receipts in the accounting system, maintaining accurate records.

o   Handle invoice volume to maximize early payment discounts, supporting cost-saving initiatives and cash flow management.

o   Initiate supplier payments weekly, utilizing various methods such as checks, P-card, wire transfers, or ACH payments, following company guidelines.

·         Supplier and Discrepancy Management

o   Facilitate communication between suppliers and internal departments to resolve invoicing discrepancies promptly and maintain positive relationships.

o   Reconcile supplier statements with AP details monthly, addressing discrepancies and collaborating with suppliers for resolution.

o   Research missing invoices listed in the Received not Vouchered Report, collaborating with internal departments and suppliers for resolution.

o   Investigate and reconcile Vendor Material Return credits not received from suppliers in collaboration with the Parts Department, ensuring accuracy and timely resolution.

·         Expense Reporting and Reconciliation

o   Review and process associate expense reports promptly and accurately, ensuring compliance with policies and procedures.

o   Identify opportunities to negotiate more favorable payment terms with suppliers and review with relevant stakeholders for optimization of payment processes.

·         Reporting and Documentation

o   Prepare management reports providing insights into AP activities and supporting decision-making.

o   Maintain an organized AP filing system for easy document access.

o   Assist the GL team with year-end audit processes, providing necessary documentation and support.

·         Process Improvement and Efficiency

o   Identify and implement opportunities to streamline AP processes, contributing to overall efficiency and effectiveness.

·         Perform any other duties as assigned or required to support the company's overall operations and objectives.

Requirements

All potential hires are subject to pre-employment checks which include but are not limited to background checks, drug screenings, and motor vehicle record checks.

·         Associate's degree in accounting, business, or related field preferred; or

·         2-3 years of equivalent combination of education, training, and experience will be considered.

·         Experience in accounts payable or a related financial role is highly desirable.

·         Effective communication skills, both verbal and written, with the ability to interact professionally with internal and external stakeholders.

·         Proficiency in 10-key data entry.

·         Experience in using accounting software and MS Office applications, particularly Excel.

·         Basic understanding of accounting principles and practices.

·         Knowledge of relevant laws and regulations governing accounts payable processes.

·         Strong analytical skills with the ability to assess and interpret financial data accurately.

·         Must exhibit strong attention to detail and ability to maintain priorities in a fast-paced environment.

·         Strong organizational and time management skills with the ability to prioritize tasks effectively.

What You’ll Need for Success

·         Ability to work independently as well as collaboratively within a team environment.

·         Willingness to learn and adapt to new processes and technologies.

·         Curious mindset with a desire to succeed and self-motivated to achieve goals.

Physical Requirements & Working Conditions

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this job unless it causes undue hardship.

This position is classified as sedentary work, which requires the ability to remain stationary for extended periods while occasionally moving within the office to complete tasks. Physical demands include the ability to frequently lift and/or move objects weighing up to 10 pounds and occasionally up to 25 pounds. Manual dexterity is necessary for computer operation, writing, and handling materials. Clear articulation and voice control are essential for effective communication with both internal and external customers via telephone. Specific vision abilities essential for this role include close vision, peripheral vision, and the ability to adjust focus.

While the role involves regular interaction with internal and external customers in a dynamic office environment, occasional exposure to shop environments and associated hazards may occur. The individual must effectively manage tight deadlines, shifting priorities, and a high volume of information flow while maintaining professionalism. Additionally, handling sensitive and confidential information is part of the job. Standard office equipment such as laptops and smartphones are regularly utilized, and noise levels typically range from low to moderate.

Travel Requirements: No travel required for this position.

This job description is intended to outline the general nature and level of work being performed by individuals assigned to this position. It is not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel. Management reserves the right to modify, add, or remove duties as necessary to meet business needs. This job description does not create a contract of employment between the company and the employee.

Don’t meet every requirement? Studies have shown that women, communities of color and historically underrepresented talent are less likely to apply to jobs unless they meet every single qualification. At Carolina Handling we are dedicated to building a diverse, inclusive and authentic workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we strongly encourage you to apply. You may be just the right candidate for this or other roles!

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