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21 Mar 2024

Accounting - Accounts Payable Coordinator

🇺🇸 Tampa, FL, USA
Full Time
2+ years exp.

Job Title: Accounts Payable Coordinator Department: Accounting Reports To: Controller Status: Non-Exempt

Employees must be able to perform the essential functions of this position satisfactorily. The requirements listed below are representative of the duties, knowledge, skills, and/or abilities required. If requested, reasonable accommodations may be made to enable employees with disabilities to perform the essential functions.

Core Functions:

  • Processes weekly check runs and prepares relevant check backup files for each payment for review.
  • Prepares a detailed description log/check register for each check run to aid in the review process.
  • Receives and reviews invoices, routes them to the proper recipient, or inputs them into the accounting system for payment.
  • Ensure that there are no duplicate invoices or payments.
  • Open mail and distribute it to the appropriate recipient.
  • Ensures that company policies are adhered to concerning the treatment of contracts, purchase orders, and check requests.
  • Match purchase orders and contracts to corresponding invoices while reporting and questioning any discrepancies.
  • Track purchase order usage in Fraxion requisition system.
  • Periodically reviews all open purchase orders. Communicates with internal employees to determine the status of open orders.
  • Communicate with internal employees and vendors to resolve any invoice or purchase order questions.
  • Promptly responds to inquiries from vendors and staff to resolve any questions or concerns about payments, invoices, or purchase orders.
  • Acts as the final approver for all check requests and purchase orders to ensure the accuracy of vendor information, matches invoice number and requested amount to request submitted.
  • Approves new vendors by verifying vendor information and obtaining a W-9 form from any new vendor to ensure compliance with IRS guidelines.
  • Maintains an archive of vendor W-9s on the network drive.
  • Periodically reviews all new vendors and vendor address changes to verify the accuracy of vendor information in the accounting system.
  • Reconcile statements from vendors as needed.
  • Backup for petty cash requests.
  • Complete various projects as required.
  • Employee is expected to regularly exercise discretion and independent judgment.

Skills & Abilities

  • Strong Microsoft Excel skills
  • Microsoft Dynamics 365 Business Central experience a plus
  • Adobe Acrobat skills preferred
  • Attention to detail and accuracy
  • Efficient work habits
  • Great attitude
  • Good communication skills

Work Environment

The Company is a professional, fast-paced, creative business environment. Other environmental conditions:

  • Stressful and demanding work environment in executing work on short deadlines.
  • Computer and desk work is a significant part of daily activities.
  • Sitting, standing, working with hands for extended periods of time.
  • Rarely is lifting more than 20 pounds required.

Experience & Education

  • Two or more years of Accounts Payable/Bookkeeping experience
  • High School Diploma (Associate's or Bachelor's degree are a plus)

This job description is intended to set forth the core functions required for this position and describe the general nature of the work performed by employees in this position. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job. Employees may be assigned additional responsibilities as necessary. The Company reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of the Company’s business, competitive considerations, or the work environment changes. This document describes the position currently available and is not an employment contract.

The position covered by this Job Description is expressly declared to be “at will”, meaning the Company has the right to terminate the incumbent’s employment at any time, with or without cause. Any written or oral promises or representations to the contrary are expressly disavowed and should not be relied upon any employee. Any change to this “at will” employment status must be in writing and signed the by the Chief Operating Officer of the Company.

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