Accounts Payable Coordinator

Nixon Peabody LLP; City of Rochester (NY); Hybrid; USD 48,000 - 65,000; Full time

Job summary

Nixon Peabody LLP in Rochester, NY is seeking an Accounts Payable Coordinator to manage vendor payments, reconcile statements and maintain AP records. The role reports to the Manager, Accounts Payable, with a hybrid work schedule.

Candidates typically have 2–4 years AP experience, an associate degree or equivalent, and proficiency with Chrome River, Excel, and Outlook. The position emphasizes accuracy, deadlines, and strong communication.

Qualifications

• 2–4 years of accounts payable experience.
• Associate’s degree required; degree waivers possible.
• Experience with AP processes, including invoice review, payment processing, account reconciliation, and vendor management.
• Strong multitasking and meeting deadlines.
• Excellent time management and organizational skills.
• Strong interpersonal and communication skills.
• Ability to work independently and as part of a team.
• Proficiency with MS Outlook and Excel.

Responsibilities

• Prepare daily vendor payment batches, obtain necessary approvals and process timely checks and electronic payments via ACH or wire, ensuring all payments are in accordance with firm policies and procedures.
• Maintain payment schedules to track and ensure vendors are paid accurately and on time.
• Review and verify numerous vendor invoices (30-50 daily) and ensure accuracy and completeness before approving them in the Chrome River application.
• Maintain accurate AP vendor records. Obtain necessary forms, update vendor account information and create new vendor accounts by ensuring compliance with the firm’s vendor policy.
• Perform daily check deposits in accordance with cash receipt policies.
• Work closely with internal departments and external vendors to resolve any payment issues or discrepancies.
• Track and reconcile vendor statements. Investigate outstanding unpaid invoices. Resolve any discrepancies or issues that arise.
• Review and reconcile AP aging invoices, including following up to close any open vendor invoices that are over a month old.
• Maintain accurate and complete AP documentation and payment support records/files.
• Process other ACH/wire requests, including monthly rent payments.
• Process manual check requests.
• Process, obtain necessary approvals and record trust transactions, in accordance with firm’s trust policy.
• Enter vendor invoices into Chrome River or accounting system.
• Enter client disbursements into accounting system.
• Serve as American Express card program administrator for the firm.
• Research and provide backup for various audits and client requests.
• Perform other duties as assigned.

Skills

Customer service

Communication skills

Teamwork

MS Outlook

Education

Associate’s Degree

Tools

Chrome River

MS Excel

MS Outlook

Accounting software

Job description

Job Description: The Accounts Payable Coordinator is responsible for performing accounts payable tasks and ensures the adherence of firm financial policies. This position reports to the Manager, Accounts Payable. A hybrid work schedule is available for this position.

A career at Nixon Peabody is the opportunity to do work that matters. It’s the chance to use your knowledge to shape what’s ahead. To share, to innovate, to learn at a firm that taps the power of collective thinking.

We’ve created a dynamic, energizing environment that promotes success for our clients and each other. We offer fast growth, connectedness and training in business as well as law. And our rigorous standards assure you are part of a diverse team of top talent at every turn.

If you’re someone who’s looking toward the future, we’d love to hear from you.

Location: Rochester, NY

• Prepare daily vendor payment batches, obtain necessary approvals and process timely checks and electronic payments via ACH or wire, ensuring all payments are in accordance with firm policies and procedures.
• Maintain payment schedules to track and ensure vendors are paid accurately and on time.
• Review and verify numerous vendor invoices (30-50 daily) and ensure accuracy and completeness before approving them in the Chrome River application.
• Maintain accurate AP vendor records. Obtain necessary forms, update vendor account information and create new vendor accounts by ensuring compliance with the firm’s vendor policy.
• Perform daily check deposits in accordance with cash receipt policies.
• Work closely with internal departments and external vendors to resolve any payment issues or discrepancies.
• Track and reconcile vendor statements. Investigate outstanding unpaid invoices. Resolve any discrepancies or issues that arise.
• Review and reconcile AP aging invoices, including following up to close any open vendor invoices that are over a month old.
• Maintain accurate and complete AP documentation and payment support records/files.
• Process other ACH/wire requests, including monthly rent payments.
• Process manual check requests.
• Process, obtain necessary approvals and record trust transactions, in accordance with firm’s trust policy.
• Enter vendor invoices into Chrome River or accounting system.
• Enter client disbursements into accounting system.
• Serve as American Express card program administrator for the firm.
• Research and provide backup for various audits and client requests.
• Perform other duties as assigned.

• 2-4 years of experience with accounts payable or a related accounting role.
• Associate’s Degree required. Work experience in lieu of a degree considered.
• Experience with AP processes, including invoice review, payment processing, account reconciliation, and vendor management.
• Ability to manage multiple priorities and competing deadlines.
• Demonstrated problem solving and analytical skills. Attention to detail is critical for ensuring accuracy in financial records and identifying errors and discrepancies.
• Excellent time management and organizational skills and being able to manage multiple tasks simultaneously.
• Strong customer service skills.
• Strong interpersonal and communication skills, both verbal and written.
• Ability to work independently and as part of a team while interacting with personnel at all levels.
• Proficiency in using MS Outlook, various accounting software and MS Excel is necessary to perform daily tasks efficiently and accurately.

• Rochester, NY: $47,500 to 65,450

Nixon Peabody LLP is an Equal Opportunity / affirmative Action Employer: Disability / Veteran. Nixon Peabody is committed to creating a fair workplace and does not discriminate against any employee or applicant for employment because of race, creed, color, national origin, sex, age, disability, marital status, sexual orientation, citizenship status, or any other characteristic protected by applicable law. Pursuant to the Los Angeles Fair Chance Initiative, we will consider for employment qualified applicants with arrest and conviction records.

To comply with Federal law, Nixon Peabody participates in E-Verify. All newly hired employees are verified through this electronic system established by the Department of Homeland Security (DHS) and the Social Security Administration (SSA) to confirm their identity and employment eligibility. Please refer to the Notice of E-Verify Participation and the Right to Work posters on the Nixon Peabody Careers page for more information.