Accounts Payable Coordinator

Cotc; Franklin (TN); On-site; USD 60,000 - 85,000; Full time

Job summary

Church of the City seeks a detail-oriented Accounts Payable specialist to manage outgoing transactions with accuracy and care. You will process vendor invoices, reconcile accounts, and ensure timely payments within internal controls.

You’ll handle corporate card statements, expense reports, and Amazon accounts, collaborating with the Finance Director and various church locations. The role requires strong communication, proficiency in Google Sheets, and experience with AP platforms like Bill.com

Qualifications

• High-volume AP experience preferred; experience with accounting software is a plus.
• Ability to ensure timely payments with internal controls and accurate records.
• Familiarity with vendor management and expense report processing.

Responsibilities

• Review payment requests for documentation and process payments with Finance Director.
• Communicate with employees and vendors to ensure documentation and schedules are accurate and timely.
• Process printed checks, obtain signatures, and mail or distribute payments.
• Ensure negotiated contracts are paid as agreed.
• Maintain AP reports, spreadsheets, and files.
• Develop follow-up processes to address employee and vendor needs promptly.
• Process employee expense reports and corporate card statements.
• Liaise between Central Support and Church locations regarding Amazon accounts and AP needs.
• Uphold the church culture with strong work ethic and learning attitude.

Skills

Accounts Payable

Vendor relations

Bill.com

Google Sheets

Sage Intacct

Expensify

Communication

Confidentiality

Education

High School diploma

Bachelor’s in Accounting or Finance preferred

Tools

Bill.com

Expensify

Sage Intacct

Google Workspace

Job description

This role requires a detail-oriented and reliable individual to manage the organization's outgoing financial transactions with accuracy and care. This position processes vendor invoices, reconciles accounts, and ensures timely payments while following established internal accounting controls. The role is responsible for coordinating payment for goods and services purchased by the organization, helping maintain strong vendor relationships and accurate financial records. This position also serves as the primary point of contact for organizational credit card purchases, ensuring employees provide appropriate documentation, and manages organizational Amazon accounts and other accounts payable platforms.

This role has a schedule of Monday - Friday.

Essential Duties and Responsibilities (other duties may be assigned)

• Reviews all payment requests for appropriate documentation and processes the requests for payment by the Finance Director.
  • Communicates with employees and vendors to ensure invoices, payment requests, supporting documentation, and payment schedules are accurate and processed in a timely manner.
  • Assists with processing printed checks, obtaining necessary signatures, and mailing or distributing payments in a timely manner.
  • Ensures all negotiated contracts are paid as agreed on.
  • Maintains all accounts payable reports, spreadsheets and accounts payable files.
  • Develops follow-up processes to ensure employee and vendor needs are addressed and resolved in a timely manner.
• Processes and reviews employee expense reports and corporate credit card statements.
• Serves as a liaison between the Central Support team and all Church of the City locations regarding Amazon accounts, credit cards, and related accounts payable needs.
• Represents and upholds the culture of Church of the City through a strong work ethic, positive attitude, and posture of learning.
• Understands accrual-basis accounting and assists with uploading accounts payable activity to the accounting platform.
• Maintains clear and timely communication with the Finance Director regarding accounts payable activities, needs, and updates.
• Assists Finance Director and other finance personnel as necessary.

Required Competencies and General Skills

A successful candidate possesses competency and demonstrated experience in the following:

• Executing organizational vision with excellence and consistency.
• Communicating clearly, gently, and informatively, both verbally and in writing.
• Advanced use of Google Sheets.
• Developing proficiency in Bill.com within the first 60 days.
• Leveraging the functionality of organizational systems, including Staff Room.
• Learning and navigating financial software systems quickly and effectively.
• Financial management and attention to detail.
• Ensuring appropriate legal and organizational documentation is received before payments are made to contractors and vendors.
• Providing responsive, service-oriented support to vendors and staff.
• Adapting effectively to changing needs and priorities.
• Identifying solutions and approaching challenges with resourcefulness.
• Seeking facts and understanding while navigating conversations with diplomacy.
• Managing upward through proactive communication, follow-through, and awareness of priorities.

Must possess general computer skills, including proficiency with Google Suite. Maintains confidentiality and demonstrates strong organizational skills with exceptional attention to detail. Capable of adhering to deadlines, managing multiple diverse assignments, and executing tasks effectively. Exhibits practical time management skills and works well in team settings. Demonstrates innovation by suggesting improvements within the scope of work, anticipating needs, and creating efficient, effective processes. Self-motivated, takes ownership of tasks, and shows flexibility and adaptability in dynamic situations. Strong interpersonal skills with the ability to build trust and connection. Flexible, collaborative, and comfortable working in a fast-paced environment.

Membership Requirement

Church of the City employees are required to become a Stakeholder of the church within the first 6 months of employment and agree to the beliefs, standards and responsibilities outlined in the Stakeholder Agreement .

Qualifications

A Christian in submission to the authority of the Scriptures and the Holy Spirit, as evident in lifestyle. Subscribes to and is in complete agreement with the Church of the City's Statement of Faith. Represents and upholds Church of the City's mission, vision, and culture by demonstrating a strong work ethic, positive attitude, and learning posture. The incumbent is willing to become a stakeholder of COTC within six months of hire.

The criteria listed below represent the knowledge, skill, experience, and/or ability required. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions. Qualifications include but are not limited to:

Education

A High School Level education, or its equivalent required; baccalaureate degree in Accounting or Finance preferred.

Experience

Three years of high-volume AP experience preferred. BILL, Sage Intacct, and Expensify experience preferred.

Physical Requirements

Ability to lift or carry up to 20lbs

Ability to sit for extended periods

Ability to work at a keyboard and other related equipment

Ability to move about to accomplish tasks related to role