Accounts Payable Coordinator- Part Time

Summary

The part time Accounts Payable Coordinator is responsible for overseeing all payables in the Job Router system, company-wide.

Responsibilities

• Review open purchase orders and unapproved invoices in the workflows, and communicate with coders and approvers in each workflow to facilitate timely approval or to understand the reason for appropriate delays
• Review approved payables and determine if the invoice should be moved to the Balance Sheet:
  • If invoice is for capex, compare against approved project list and note the project number in Job Router, if not on the approved project list, hold for additional approval
  • If invoice is for prepaid, send information to the appropriate GL accountant for amortization
  • Adjust coding to the proper Balance Sheet account before posting
• Post all payables to accounting system and ensure the batch total matches Job Router
• Generate weekly AP aging reports, select checks for payment based on individual vendor terms for all companies (liquor paid on net 10, health insurance paid upon receipt, other vendors at 30 or 60 days per terms, etc.)
• Work with Controller to adjust check runs based on cash flow constraints or other special circumstances
• Responsible for printing and mailing of all checks, including FedEx or other rush delivery options as needed
• Support Hockey Ops and other departments with unusual purchasing related to trade deals
• Obtain W9s prior to issuing payment for all vendors and maintain records
• Maintain all vendor cards in the accounting system including their 1099 determination
• Review system information and assist with generating all necessary 1099s at year end based on updated Federal guidance
• Monitor purchasing controls per Company policy and identify areas for improvement or efficiency
• Assist Account Payable Lead with sorting invoices into the payables management software
• Provide general office duties support as required, including maintaining check stock supply, financial record keeping, and document storage
• Support other finance department projects as needed