Accounts Payable Coordinator

Talentify; New York (NY); Hybrid; USD 41,000 - 50,000; Full time

Benefits offered by this job

Medical, dental & vision coverage

401(k) retirement plan

Pre-tax and Roth post-tax options

Life Insurance

Disability insurance

Health Spending Account (HSA)

Paid time off (PTO)

Job summary

Aston Carter is seeking a detail-oriented Accounts Payable Specialist for a hybrid role based in New York, NY. You will manage vendor invoices, corporate card programs, and expense reports while ensuring policy compliance and timely disbursements.

The position requires 2-5 years of AP, expense, and billing experience, with proficiency in Deltek Vantagepoint and Excel. The role offers contract-to-hire prospects and collaboration with the CFO in a dynamic architecture-focused environment.

Qualifications

• 2-5 years of accounts payable, expense, and billing experience.
• Experience in the architecture industry is preferred.
• Proficiency with Deltek Vantagepoint, invoicing, and expense budget management.
• Strong skills in accounts payable, accounts receivable, and expense reports.

Responsibilities

• Coordinate and gather approved vendor invoices for processing.
• Enter approved vendor invoices per payment terms weekly.
• Manage vendor records and current banking information.
• Process payments (checks, electronic transfers, ACH).
• Monitor payment schedules to avoid late fees and ensure timely disbursements.
• Resolve payment discrepancies with vendors and maintain reconciled accounts.
• Administer Corporate Credit Card Program and reconcile statements.
• Format Deltek Vantagepoint uploads and ensure balance reconciliation.
• Send cardholder notifications for reconciliation with deadlines.
• Audit employee expense reports and enforce policy compliance.
• Collaborate with fee billers to capture project expenses.

Skills

Accounts payable

Expense reporting

Vendor management

Financial reconciliation

Interpersonal communication

Attention to detail

Education

Associate or bachelor’s degree in accounting/finance/business administration

Tools

Deltek Vantagepoint

Microsoft Excel

ERP software (SAP/Oracle/Concur)

Job description

About this job

Job Title: Accounts Payable SpecialistJob Description

We are seeking a detail‑oriented Accounts Payable Specialist to join our dynamic accounting team. This role involves managing vendor invoices, corporate credit card programs, and expense reports while ensuring compliance with company policies. This is an excellent opportunity to work within a growing accounting department in a leading architecture firm.

Responsibilities

• Assist with coordinating and gathering approved vendor/consultant invoices for processing.


• Receive, review, and enter approved vendor invoices per payment terms on a weekly basis.


• Manage vendor records and ensure banking information is current.


• Schedule and process payments, including checks, electronic transfers, and ACH.


• Monitor payment schedules to ensure timely disbursements and avoid late fees.


• Address and resolve payment discrepancies and issues with vendors.


• Administer the Corporate Credit Card Program monthly and weekly.


• Format Deltek Vantagepoint uploads, ensuring reconciliation with statement balances.


• Send monthly notifications to cardholders for reconciliation with a 5-7 day deadline.


• Follow up with cardholders who miss submission deadlines.


• Review corporate credit card expense reports for discrepancies.


• Audit employee expense reports weekly, ensuring correct category usage and receipt validation.


• Enforce travel and entertainment policy compliance and manage exceptions.


• Collaborate with fee billers monthly to capture project‑related expenses.


• Create, send, and revise client invoices, ensuring alignment with contracts and budgets.


• Resolve client billing questions and fix invoice errors.


• Track payment status, follow up on unpaid balances, and reconcile accounts.


• 2-5 years of accounts payable, expense, and billing experience.


• Experience in the architecture industry is preferred.


• Proficiency in Deltek Vantagepoint, invoicing, and expense budget management.


• Strong skills in accounts payable, accounts receivable, and expense reports.


• Associate or bachelor's degree in accounting, finance, or business administration.


• Proficiency in Microsoft Excel, including VLOOKUPs and Pivot Tables.

Additional Skills & Qualifications

• Experience with ERP/expense software such as SAP, Oracle, or Concur is a plus.


• High ethical standards with discretion in handling sensitive data.


• Strong interpersonal communication skills.


• Attention to detail and accuracy.

This role offers the flexibility of a work‑from‑home setup based on team coverage. Standard working hours are 9 am to 5 pm. You will have the opportunity to work closely with the CFO in an innovative and supportive environment.

Job Type & Location

This is a Contract to Hire position based out of New York, NY.

Pay and Benefits

The pay range for this position is $30.00 - $36.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job‑related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre‑tax and Roth post‑tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long‑term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Application Deadline

This position is anticipated to close on Oct 30, 2026.

Workplace Type

This is a hybrid position in New York,NY.

About Aston Carter

Aston Carter provides world‑class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry‑leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.