Accounts Payable/Contract Coordinator

CommUnityCare; Austin (TX); On-site; USD 52,000 - 78,000; Full time

Job summary

CommUnityCare is seeking an Accounts Payable/Contract Coordinator to process invoices, manage payables, and coordinate vendor contracts. You will work under the Accounting Manager to ensure timely payments and accurate contract documentation.

The role requires attention to detail, strong organizational skills, and knowledge of AP processes. Proficiency in MS Office and accounting software is a plus in a high-volume environment.

Qualifications

• High school diploma or equivalent is required.
• At least 1 year of accounts payable experience is required.
• Knowledge of AP processes, vendor management and contract handling is preferred.
• Proficiency with Microsoft Office and accounting software is desirable.

Responsibilities

• Enter invoices and check requests into the accounting system, generate payments and maintain payables files.
• Review invoices for required approvals and correct pricing.
• Resolve vendor issues including stop payments, reissues or adjustments.
• Verify discrepancies by reconciling vendor accounts and statements.
• Maintain contract tracking and ensure timely contract execution.

Skills

Attention to detail

Organizational skills

Communication skills

AP knowledge

Problem solving

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

General Ledger software

Job description

Overview

Under direction of the Accounting Manager, the Accounts Payable/Contract Coordinator is responsible for processing accounts payments in compliance with financial policies and procedures and assisting with vendor contract management. The primary focus of this role is to accurately process invoices in accordance with internal policies and collaborating with cross-functional teams to reduce the touchpoints to get a supplier paid. Contract coordination responsibilities include ensuring communication between parties is maintained for timely contract execution and that the final contracts are consistent with agreements reached at negotiations in close collaboration with project managers, contract owners, the finance team and/or the legal team.

Responsibilities

Essential Duties

• Enter invoices and check requests into the accounting system, generate payments and maintain payables database and files.
• Review invoices for required approvals and correct pricing.
• Resolve vendor issues including issuing stop payments, reissues or adjustments, and clarify any questionable invoice items, prices or receiving signatures.
• Verify and investigate discrepancies, if any, by reconciling vendor accounts and monthly vendor statements.
• Understand expense accounts and cost centers.
• Prepare timely and accurate Form 1099’s.
• Perform other duties as assigned.
• Ensure the accurate and timely processing accounts payable.
• Develop and maintain positive working relationships with co-workers, vendors, third party resources, and related entities.
• Maintain up-to-date knowledge of accounts payable processes and procedures and take the initiative to seek out additional information as needed.
• Ensure all actions, job performance, personal conduct and communications represent CommUnityCare in a highly professional manner at all times.
• Uphold and ensure compliance and attention to all company policies and procedures as well as the overall mission and values of the organization.
• Maintain deadlines on deliverables and communicate on an ongoing basis with business partners and internal staff about contractual issues.
• Upload, maintain and update the online database of contracts.
• Ensure that contract owners are timely evaluating existing contracts, analyzing business risk and suggesting modifications, ensuring that business goals are met.
• Employ extensive tracking of all agreements and their terms & conditions, maintaining the contract management system C360 with current files and assessments.
• Develop and analyze various contract reports and interpret data to inform financial, compliance and strategic implications.

Knowledge/Skills/Abilities

• Meticulous attention to detail and accuracy.
• Strong organizational and planning skills.
• Information collection and management skills.
• Problem identification and resolution skills.
• Written and verbal communication skills.
• Demonstrated knowledge of accounts payable techniques, terminology and tools.
• Demonstrated knowledge of general accounting procedures.
• Demonstrated familiarity and experience in the use of computers and commonly used software including but not limited to Microsoft Office Suite.
• Experience working with General Ledger/Accounting software highly desirable.
• Provide strong customer service and demonstrate initiative in preventing invoice and payment issues.
• Assist in documentation of the Accounts Payable function, train internal and external customers on policy and procedures.
• Coordinates with and notifies other departments on contractual due dates and maintains contract tracking status.

Qualifications

• High school diploma or equivalent.
• One (1) year of accounts payable experience.