Accounts Payable Coordinator

Pinehurst Surgical Clinic, PA; Pinehurst (NC); On-site; USD 42,000 - 65,000; Full time

Job summary

Pinehurst Surgical Clinic, PA is seeking an Accounts Payable Coordinator to manage invoice processing, vendor payments, and documentation for a multispecialty surgical practice. The role supports financial controls, reporting accuracy, and vendor relationships across multiple entities.

The ideal candidate has at least 2 years of accounts payable experience, familiarity with accounting software, and strong Excel skills to ensure timely and precise processing in a regulated healthcare environment.

Qualifications

• High school diploma or equivalent required.
• Associate degree in accounting, finance, or business preferred.

Responsibilities

• Review, verify, and process invoices for accuracy and proper documentation.
• Match invoices to purchase orders and receiving documents.
• Code invoices to correct general ledger accounts and cost centers.
• Enter invoices into the accounting system with timeliness and accuracy.
• Prepare and process check runs, ACH payments, and electronic vendor payments.
• Maintain vendor files and communicate with vendors regarding discrepancies and payment status.

Skills

Accounts payable

Attention to detail

Communication skills

Organizational skills

Multi-tasking

Education

High school diploma

Associate’s degree in accounting or finance

Tools

Microsoft Excel

ERP software

Electronic invoice processing systems

Job description

Description

JOB SUMMARY

The Accounts Payable Coordinator is responsible for the accurate and timely processing of invoices, vendor payments, and expense documentation for a multispecialty surgical clinic and related entities. This role ensures compliance with internal controls, contractual obligations, and financial policies while maintaining strong vendor relationships and supporting efficient financial operations. The Accounts Payable Coordinator works collaboratively with department managers and leadership to ensure expenses are properly authorized, coded, and recorded to support accurate financial reporting.

RESPONSIBILITIES

Accounts Payable Processing

• Review, verify, and process invoices for accuracy, appropriate approvals, and proper documentation.
• Match invoices with purchase orders, receiving documentation, and contractual terms.
• Code invoices to the correct general ledger accounts and cost centers.
• Enter invoices into the accounting system with accuracy and timeliness.
• Prepare and process check runs, ACH payments, and electronic vendor payments.
• Ensure timely payment of obligations while optimizing cash flow and vendor terms.

Vendor Management

• Establish and maintain vendor files, including W-9 documentation and payment terms.
• Communicate with vendors regarding invoice discrepancies, payment status, and account inquiries.
• Maintain positive vendor relationships and resolve issues promptly.
• Monitor vendor statements and reconcile outstanding balances.

Expense & Documentation Management

• Verify proper authorization and supporting documentation for expenses.
• Process employee expense reimbursements in accordance with organizational policy.
• Maintain organized digital and physical records for audit and compliance purposes.
• Ensure compliance with IRS requirements including 1099 tracking and reporting support.

Financial Controls & Compliance

• Ensure adherence to internal controls, financial policies, and regulatory requirements.
• Assist with month-end closing processes, including accruals and reconciliation support.
• Support audit requests by providing documentation and reports as needed.
• Maintain confidentiality of financial and sensitive information.

Collaboration & Operational Support

• Work collaboratively with department managers to resolve invoice and purchasing issues.
• Assist with purchasing coordination and tracking when applicable.
• Identify opportunities to improve AP processes and efficiency.
• Support special projects and additional finance duties as assigned.

Requirements

QUALIFICATIONS

Education

• High school diploma or equivalent required.
• Associate’s degree in accounting, Finance, or Business preferred.

Experience

• Minimum of 2 years of accounts payable or general accounting experience required.
• Healthcare or multi-entity accounting environment experience preferred.
• Experience with accounting software and electronic invoice processing systems is preferred.

Knowledge & Skills

• Understanding of accounts payable processes and basic accounting principles.
• Strong attention to detail and accuracy.
• Ability to manage multiple deadlines and priorities.
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Strong organizational and recordkeeping skills.
• Effective communication and customer service skills.

Physical Requirements

• Prolonged periods of sitting and computer work.
• Ability to review detailed financial documents and computer screens for extended periods.
• Manual dexterity to operate office equipment.
• Ability to occasionally lift files and office materials up to 15 pounds.
• Ability to communicate effectively in person, by phone, and electronically.