Accounts Payable Coordinator

inspireeventtechnologiesllc; Dallas (TX); On-site; USD 52,000 - 64,000; Full time

Benefits offered by this job

Medical, Dental, and Vision coverage

Life Insurance

Short-term and Long-term Disability

Paid Time Off / Holidays

401(k)

Job summary

INSPIRE is seeking an Accounts Payable Coordinator for our corporate office in Dallas, TX. The role processes a high volume of invoices, manages payments, expense reports, and vendor requests, and supports month-end and year-end reporting with close collaboration with vendors and internal teams.

The candidate will review invoices, perform three-way matching, reconcile vendor statements, and assist with W-9 documentation while maintaining accurate records and ensuring smooth approval workflows.

Qualifications

• Experience processing invoices and payments in a high-volume Accounts Payable environment.
• Experience with three-way matching and vendor statement reconciliation.
• Strong attention to detail and the ability to identify and resolve discrepancies.
• Ability to manage deadlines, prioritize work, and communicate professionally with vendors and internal partners.
• Basic proficiency in Microsoft Excel and Word.
• General understanding of W-9 requirements preferred.

Responsibilities

• Analyze, code, validate, and post a high volume of invoices for assigned vendors.
• Review outstanding invoices weekly to confirm proper coding and approval.
• Reconcile statements from assigned vendors monthly and research discrepancies.
• Process travel requests and expense reports for approval; handle reimbursements.
• Set up vendors and assist with W-9 documentation.
• Post manual payments and handle refunds, voids, and stop payments.
• Create weekly/monthly databases and support reconciliation and cash status.
• Perform light administrative work in Sage Intacct and assist with month-end close.
• Create basic spreadsheets in Excel and memos/documents in Word.
• Assist with special projects as assigned by the manager.

Skills

Attention to detail

Vendor communications

Deadline management

Three-way matching

Excel basics

Tools

Sage Intacct

Microsoft Excel

Microsoft Word

Job description

At INSPIRE, we know the value of exceptional people. We pride ourselves on providing our employees with growth and career-oriented succession planning. INSPIRE operates each day in a customer-focused, innovative, and team-based environment. Our people are the primary reason for our success.

We provide quality technology, qualified technicians, and a creative vision that enables our clients to effectively communicate at their conferences, meetings, and events-all while focusing on building trusting and lasting relationships through professional and personalized service.

We offer a competitive benefits package for full-time employees. Medical, Dental, and Vision Coverage, Life Insurance, Short-term and Long-term Disability, and Paid Time Off / Holiday, 401(k), along with additional voluntary benefits, are available to all full-time employees at INSPIRE.

We are looking for an Accounts Payable Coordinator for our corporate office in Dallas, TX.

Position Summary

The Accounts Payable Coordinator processes a high volume of invoices, payments, expense reports, and vendor requests while maintaining accurate records and supporting timely month-end and year-end reporting. This role works closely with vendors, internal approvers, and the Accounts Payable team to resolve discrepancies and keep payments moving through the proper approval process.

Key Responsibilities

• Analyze, code, validate, and post a high volume of invoices for assigned vendors. Review invoice batches entered by other Accounts Payable staff for accuracy.
• Review outstanding invoices weekly to confirm proper coding and completion of the required approval process. Apply three-way matching when applicable.
• Reconcile statements from assigned vendors each month and research missing invoices, credits, or payment discrepancies.
• Calculate and review travel requests and expense reports for approval. Enter and process approved check requests and reimbursement requests.
• Communicate with vendors and internal teams to resolve questions involving invoices, check requests, reimbursements, travel requests, and expense reports.
• Set up vendors and assist with W-9 documentation.
• Process fees and related action items, including AHT/ARC items.
• Post manual payments; process manual payment requests for independent contractors; and handle refunds, rebates, voids, stop payments, and zero checks.
• Create weekly and monthly databases and support reconciliation, cash status, Positive Pay for PPM, and check run funding.
• Perform light administrative work in Sage Intacct
• Complete assigned month-end and year-end Accounts Payable processes and reporting.
• Create basic spreadsheets in Excel and memos or other documents in Word.
• Assist with special projects and perform other duties as assigned by the manager.
• 1099 setup and Processing.

Qualifications

• Experience processing invoices and payments in a high-volume Accounts Payable environment.
• Experience with three-way matching and vendor statement reconciliation.
• Strong attention to detail and the ability to identify and resolve discrepancies.
• Ability to manage deadlines, prioritize work, and communicate professionally with vendors and internal partners.
• Basic proficiency in Microsoft Excel and Word.
• General understanding of W-9 requirements preferred.

INSPIRE is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, age, genetic information, or any other characteristic protected by law.