Accounts Payable Coordinator

It’s A Secret Med Spa; Irving (TX); On-site; USD 30,000 - 36,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

401(k) with company match

Complimentary treatments

Discounted treatments

Job summary

It’s A Secret Med Spa is seeking an AP Coordinator to own the day-to-day accounts payable process, from receiving and coding invoices to scheduling payments and reconciling vendor accounts.

You will work with practice leadership and our accounting team to maintain clean books, control spend on products and supplies, and support a smooth month-end close.

Qualifications

• 2+ years in accounts payable or bookkeeping, healthcare/medspa a plus.
• Experience with Campfire and RAMP preferred.
• Understanding of accruals and the three-way match.
• Exceptional accuracy, organization, and deadline-driven work.
• Clear, professional communication with vendors and internal teams.
• Discretion handling confidential financial information.

Responsibilities

• Receive, review, and enter vendor invoices with approvals.
• Code expenses to GL accounts and classify costs.
• Route invoices for approval and prepare weekly payment runs.
• Manage supplier relationships and rebate tracking.
• Reconcile vendor statements and resolve discrepancies.
• Maintain vendor master data including W-9s and year-end 1099 prep.
• Process employee expense reimbursements and company card transactions.
• Prepare AP aging and accrual schedules for month-end close.
• Monitor product and supply spend and flag price changes.
• Keep AP files organized and audit-ready following internal controls.

Skills

Accounts payable

Bookkeeping

Vendor relations

Communication

Discretion

Education

Accounting/Finance degree

Tools

Campfire

RAMP

Job description

Position Summary

The AP Coordinator owns the day-to-day accounts payable process — from receiving and coding invoices to scheduling payments and reconciling vendor accounts. You’ll work closely with practice leadership and our accounting team to maintain clean books, control spend on products and supplies, and support a smooth month-end close.

Key Responsibilities

• Receive, review, and enter vendor invoices, verifying pricing, quantities, and approvals against purchase orders and packing slips.
• Code expenses to the correct GL accounts, classes, and locations, with attention to cost of goods (injectables, fillers, skincare inventory) versus operating expenses.
• Route invoices for approval and prepare weekly payment runs (ACH, check, and card) in line with due dates, early-pay discounts, and cash-flow priorities.
• Manage relationships with key suppliers (e.g., Allergan/AbbVie, Galderma, Revance, medical and laser equipment vendors), including rebate and loyalty-program tracking.
• Reconcile vendor statements and resolve discrepancies, duplicate billings, and credit memos promptly.
• Maintain vendor master data, including collecting and tracking W-9s and supporting year-end 1099 preparation.
• Process and reconcile employee expense reimbursements and company credit card transactions.
• Prepare AP aging reports, accrual schedules, and support documentation for month-end close.
• Help monitor product and supply spend, flagging price changes or unusual activity to leadership.
• Keep AP files organized and audit-ready; follow internal controls and approval policies.

Qualifications

• 2+ years of accounts payable or bookkeeping experience; healthcare, medspa, dermatology, or retail/inventory-based business a plus.
• Experience with Campfire and RAMP preferred.
• Understanding of basic accounting principles, accruals, and the three-way match.
• Exceptional accuracy, organization, and follow-through, with the ability to manage deadlines.
• Clear, professional communication with vendors and internal team members.
• Discretion handling confidential financial and business information.

Preferred

• Associate’s or bachelor’s degree in accounting, finance, or a related field.
• Exposure to multi-location or class/location-based reporting.

What We Offer

• Competitive hourly pay: [$22 – $26/hr]
• [Health, dental, and vision insurance]
• [Paid time off and paid holidays]
• [401(k) with company match]
• Complimentary and discounted treatments
• A supportive, collaborative team and room to grow with the practice