Accounts Payable Coordinator

Gensler; San Francisco (CA); On-site; USD 55,000 - 66,000; Full time

Benefits offered by this job

Medical, dental, vision benefits

401k with company match

Profit sharing and bonuses

Job summary

Gensler Northwest Region seeks an Accounts Payable Coordinator to support multiple offices within the Northwest Region and join a larger AP team. You will review transactions, code expenses, and ensure compliance with company policies while helping with month-end tasks and vendor inquiries.

You will train new hires on expense reports, maintain timecards, and uphold file retention protocols in a collaborative, design-driven environment.

Qualifications

• Minimum 5 years of experience in Accounts Payable.
• Business Admin or Accounting-focused degree preferred.
• Proficient with MS Excel, Word, and Outlook.

Responsibilities

• Review corporate credit card transactions for policy compliance and GL coding.
• Review expense requests for policy compliance and GL coding for reimbursement.
• Adhere to file retention protocols.
• Coordinate with Budget Stakeholders to ensure expenses are accurate and approved.
• Conduct training for New Hires on submitting expense reports.
• Complete month-end tasks within fiscal deadlines.
• Timecard maintenance and reporting, including missing timecards.
• Respond to vendor payment inquiries and manage COIs.
• Enter invoice data in Coupa and support ad hoc accounting tasks.

Skills

Communication

Interpersonal skills

Multitasking

Independence & collaboration

Time management

MS Excel

MS Word

MS Outlook

Education

Business Administration or Associates Degree in Accounting

Tools

Coupa P2P Software

Deltek/Vision Software

Job description

Your Role

Gensler Northwest Region is seeking an Accounts Payable Coordinator. As part of a team, you will be responsible for supporting various offices within the Northwest Region and will join a larger Accounts Payable team spread across multiple locations. As a team player, you will collaborate with our AP team, advocate best practices, tap into your problem‑solving skills, and roll up your sleeves to pitch in when it's all hands‑on deck.

What You Will Do

• Review corporate credit card transactions per policy compliance and appropriate GL coding for payment review.
• Review expense requests per policy compliance and appropriate GL coding for employee reimbursement.
• Adhere to the Company’s file retention protocols.
• Correspond with Budget Stakeholders to ensure expenses are accurate and approved appropriately.
• Conduct training for New Hires on submitting expense reports.
• Follow and communicate the company deadlines with Stakeholders across the Region.
• Complete month‑end tasks in adherence to fiscal deadlines.

• Timecard maintenance, including monitoring missing timecards and manual timecard entry.
• Manage approval and filing of weekly studio labor reports.
• Conduct training for New Hires on timecard process.
• Respond to Vendor payment inquiries.
• Maintain and track Certificates of Insurance (COIs).
• Monitor, review, and upload reproduction activity through a Global Account Reproduction Database.
• Enter invoice details in Coupa (vendor/invoice data, job coding, GL coding, etc.).
• Support other accounting activities as needed, including ad hoc reporting, filing, and research.

Your Qualifications

• Minimum 5 years of experience required in a dedicated Accounts Payable capacity.
• Business Administration or Associates Degree with an emphasis in Accounting preferred.
• Ability to clearly and accurately communicate with Technical Managerial Staff.
• Possess strong interpersonal skills to engage different personality types effectively.
• Ability to multi‑task and prioritize to meet daily, weekly, and month‑end deadlines.
• Ability to function independently and collaboratively with others.
• Must be proficient with MS Excel, Word, and Outlook.
• Experience with Coupa P2P Software ideal.
• Deltek/Vision Software experience a plus.
• Ability to work Overtime when required.
• The base salary range will be estimated between $55,000 - $66,000 plus bonuses and benefits and contingent on relevant experience.

Life at Gensler

At Gensler, we are as committed to enjoying life as we are to delivering best‑in‑class design. From curated art exhibits to internal design competitions to “Well‑Being Week,” our offices reflect our people’s diverse interests.

We encourage every person at Gensler to lead a healthy and balanced life. Our comprehensive benefits include medical, dental, vision, disability, wellness programs, flex spending, paid holidays, and paid time off. We also offer a 401k, profit sharing, employee stock ownership, and twice‑annual bonus opportunities. Our annual base salary range has been established based on local markets.

As part of the firm’s commitment to licensure and professional development, Gensler offers reimbursement for certain professional licenses and associated renewals and exam fees. In addition, we reimburse tuition for certain eligible programs or classes. We view our professional development programs as strategic investments in our future.