Accounts Payable Coordinator

Scarinci Hollenbeck, LLC; Little Falls (NJ); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical, Dental, Vision

401(k) benefits

Job summary

Scarinci Hollenbeck, LLC is seeking an Accounts Payable Coordinator to oversee the firm’s accounts payable operations. The role reports to the Billing and Accounts Payable Manager and requires on-site presence in Little Falls, NJ with a traditional 9:00 a.m. – 5:00 p.m.

schedule, Monday through Friday. The ideal candidate has 2+ years of AP experience, strong Microsoft Office and portal skills, and the ability to manage confidential information in a fast-paced environment.

Qualifications

• High School Diploma or equivalent is required.
• 2+ years of accounts payable experience preferred.
• Ability to function well in a high-paced environment.
• Ability to maintain confidential and sensitive information and to exercise discretion and good judgement.
• Effective time management and organizational skills.
• Excellent communication, interpersonal, negotiation, and problem-solving skills.

Responsibilities

• Process all invoices in a timely manner into operating software.
• Generate and review Daily Cost Collections reports and other reports as directed.
• Pay vendors, third party costs, and reimbursements weekly as required.
• Reconcile invoices and check requests with the internal Purchase Order system and follow up on discrepancies.
• Create new vendors with correct credentials in the operating software.
• Coordinate 1099 reports to IRS annually.
• Reconcile USPTO and collateral accounts.
• Cut Trust checks as requested.
• Communicate with vendors regarding payment terms.
• Handle petty cash reconciliation.
• Provide backup for stop payments, voids, and reversals with the bank.

Skills

Communication skills

Interpersonal skills

Negotiation skills

Problem-solving

Education

High School Diploma or equivalent

College degree preferred

Tools

Microsoft Office Suite

JACS Portal

Global Exchange – Corpay

Job description

Job Summary

Reporting to the Billing and Accounts Payable Manager, this role is responsible for the efficient running of the Firm’s accounts payable operations.

• Process all invoices in a timely manner into operating software.
• Generates and reviews the Daily Cost Collections report to determine third party client cost payments due to client, and other relevant reports as directed.
• Pay vendors, third party client costs, and out of pocket employee reimbursements on a weekly basis as required.
• Reconcile the invoices and check requests with the information entered in internal Purchase Order system and follow up with any discrepancies.
• Create new vendors with correct credentials in operating software.
• Coordinates 1099 reports to IRS annually.
• Reconcile the USPTO and collateral account.
• Cut Trust checks as requested.
• Communicate with vendors regarding payment net terms.
• Handle all petty cash reconciliation.
• Backup for stop payment of checks, voiding and reversal processes with the bank as needed.
• Assist staff with inquiries as needed.
• Performs all administrative duties related to ensuring office efficiency and other related duties as assigned.

Job Description

Job Description

ACCOUNTS PAYABLE COORDINATOR

Location: Onsite

Job Summary

Reporting to the Billing and Accounts Payable Manager, this role is responsible for the efficient running of the Firm’s accounts payable operations.

Essential Duties/Responsibilities

• Process all invoices in a timely manner into operating software.
• Generates and reviews the Daily Cost Collections report to determine third party client cost payments due to client, and other relevant reports as directed.
• Pay vendors, third party client costs, and out of pocket employee reimbursements on a weekly basis as required.
• Reconcile the invoices and check requests with the information entered in internal Purchase Order system and follow up with any discrepancies.
• Create new vendors with correct credentials in operating software.
• Coordinates 1099 reports to IRS annually.
• Reconcile the USPTO and collateral account.
• Cut Trust checks as requested.
• Communicate with vendors regarding payment net terms.
• Handle all petty cash reconciliation.
• Backup for stop payment of checks, voiding and reversal processes with the bank as needed.
• Assist staff with inquiries as needed.
• Performs all administrative duties related to ensuring office efficiency and other related duties as assigned.

Education and Required Skills

• High School or equivalent diploma required; college degree preferred.
• 2+ years of accounts payable experience preferred.
• Ability to function well in a high-paced environment.
• Ability to maintain confidential and sensitive information and to exercise discretion and good judgement.
• Basic understanding of clerical and administrative procedures.
• Effective time management skills and excellent organizational skills.
• Excellent communication, interpersonal, negotiation, and problem-solving skills.
• Strong mathematics skills.
• Strong proficiency with Microsoft Office Suite, JACS (collateral account) portal and the Global Exchange – Corpay portal.

Work Hours

• In-office work at the Little Falls, NJ location. Hybrid and remote work are not options for this position.
• Full-time, non-exempt, Monday to Friday 9:00 a.m. – 5:00 p.m. (one hour lunch).
• Overtime (over 40 hours) may be required from time to time.
• Medical, Dental, Vision, Long Term Disability, and 401(k) benefits offered.

Scarinci Hollenbeck is an Equal Opportunity Employer.