Accounts Payable Coordinator

Segrera Associates; Miami (FL); On-site; USD 38,000 - 58,000; Full time

Job summary

Segrera Associates seeks an AP Coordinator to join onsite in Downtown Miami. The role focuses on processing invoices, reconciling vendor accounts, and preparing payment batches to ensure timely payments.

The ideal candidate has 3–5 years' experience in accounts payable, strong analytical skills, and an accounting background. The position requires meticulous attention to detail in a fast-paced environment.

Qualifications

• Accounting degree or equivalent work experience required.
• Strong analytical skills are essential.
• 3–5 years of experience in accounts payable or related area.

Responsibilities

• Process invoices, verify accuracy, obtain approvals and code invoices.
• Ensure expenses and codes align with proper department and company.
• Input AP vouchers into system for payment.
• Input debit memos and void checks when necessary.
• Prepare AP checks and wire transfers as needed.
• Prepare weekly payment batches and schedule payments per vendor terms.
• Reconcile payments to vendor statements and balances; resolve discrepancies.
• Post invoices and payments to AP ledgers; file and scan vouchers weekly.
• Communicate with vendors to resolve payment issues and ensure timely invoicing.
• Maintain W-9s/W-8s for new vendors; prepare 1099 reports.

Skills

Strong analytical skills

Education

Accounting Degree or equivalent work experience

Tools

Expensify

Job description

Our client is looking for a AP Coordinator to join their team ASAP. This role is 100% onsite in Downtown Miami.

POSITION PURPOSE

• The Accounts Payable Clerk will be responsible for processing invoices, verifying and reconciling vendor accounts, preparing payment batches, and ensuring accurate and timely payments to vendors. This position requires a detail-oriented individual with strong organizational and communication skills.

ESSENTIAL FUNCTIONS:

• Process invoices received from vendors, verifying accuracy of information, ensuring proper approvals are obtained, and properly coding invoices


• Ensure all expenses & codes are going to the proper department and companies


• Input A/P vouchers into system for payment


• Input Debit Memos and Void Checks when necessary


• Prepare A/P checks when necessary


• Prepare wire transfer for approval and keep records


• Prepare weekly payment batches and schedule payments according to vendor terms and Company payment policies


• Reconcile payments to vendor statements and account balances in the accounting system and resolve any discrepancies


• Post invoices and payments to A/Pledgers


• For invoices paid by check, put invoices and checks together to go out for signatures, verify check accuracy, stamp copy of check for signatures, procure check signatures, stamp envelope and mail checks


• Ensure funding clearance is obtained prior to payment


• Utilize Expensify (automated expense reporting system) for approval and audit of expense reports in accordance with Company policies


• Maintains all pay mentor other transaction records in electronic format


• File and scan vouchers/checks and invoices on a weekly basis


• Make deposits when necessary


• Manage outside storage and files


• Communicate with vendors to resolve payment issues and ensure timely receipt of invoices


• Ensure W9s and W8s are received and filed for new vendors as appropriate in electronic format


• Prepare 1099report and distribute to vendors


• Maintain accurate and up-to-date accounts payable records in the accounting system

Qualifications:

• Accounting Degree or equivalent work experience


• Strong analytical skills


• Requires 3 - 5 years of experience in the field or related area