Accounts Payable Coordinator

Pinehurst-Surgical-Clinic-PA; Pinehurst (NC); On-site; USD 52,000 - 76,000; Full time

Job summary

Pinehurst-Surgical-Clinic-PA is seeking an Accounts Payable Coordinator to manage invoices, vendor payments, and expense documentation for a multispecialty surgical clinic.

The role ensures proper approvals, coding, and timely payments, while supporting internal controls, audit readiness, and strong vendor relations across the organization. Collaboration with department leaders will optimize cash flow and reporting accuracy.

Qualifications

• High school diploma or equivalent required.
• Associate degree in accounting, finance, or business preferred.
• Minimum of 2 years of accounts payable or general accounting experience.
• Healthcare or multi-entity accounting experience preferred.
• Experience with accounting software and electronic invoice processing systems preferred.

Responsibilities

• Review, verify, and process invoices for accuracy, approvals, and documentation.
• Match invoices with purchase orders, receiving docs, and terms.
• Code invoices to correct GL accounts and cost centers.
• Enter invoices into accounting system accurately and timely.
• Prepare and process check runs, ACH and electronic vendor payments.
• Ensure timely payment while optimizing cash flow and vendor terms.
• Establish and maintain vendor files including W‑9s and payment terms.
• Communicate with vendors regarding discrepancies and payment status.
• Maintain vendor statements and reconcile balances.
• Verify authorizations and supporting docs for expenses.
• Process employee expense reimbursements per policy.
• Maintain organized records for audit/compliance purposes.
• Assist with month-end closings, accruals, and reconciliations.
• Support audit requests with documentation and reports.

Skills

Accounts payable processes

Excel proficiency

Attention to detail

Multi-tasking

Communication skills

Organizational skills

Recordkeeping

Education

High school diploma or equivalent

Associate’s degree in accounting, Finance, or Business

Tools

Accounting 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.