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

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